Meeting messages in Default

Messages in Default is the workspace library of meeting message templates. A template defines what Default sends by email or SMS, to whom, and when. Your events assign templates to their triggers and reminders. Because templates are reusable, you write a booking confirmation once and every event that assigns it stays consistent. There are 2 kinds of template:

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The library

All messages lists every template. Meeting notifications and Meeting reminders scope the list by kind. You can also:

• Switch between grid and list view.
• Search with Find messages.
• Filter by recipient (All recipients, Guest, Host) and status (All status, Active, Inactive).

Each template shows its kind (Notification or Reminder) and its recipient (Guest or Host). It also shows icons for its enabled channels, when it was last modified, and an active switch. A template’s row menu has Edit, Duplicate, and Delete. Deleting warns you that events using the template fall back to org defaults.

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Create a message

Select New message. Answer the dialog’s prompts:

1. Who is this for? Choose Guest (the person who booked) or Host (the meeting host).
2. What kind of message? Choose Notification or Reminder.
3. For a notification, What’s the trigger? Choose Meeting booked, Meeting cancelled, Meeting rescheduled, or No-show meeting.

Select Create to open the new template in the editor.

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Edit a template

The editor shows the template’s settings on the left and a live Preview on the right. Name the template in the header, for example Booking confirmation. Use the Active switch to control whether events can send it. A template has up to 3 channels, each with its own tab: Email, SMS, and Slack. Channels you haven’t enabled show an Add pill. Default sends templates by email and SMS. The Slack tab appears only on host templates, and Default doesn’t send the Slack channel yet: it shows only in the Preview.

• Email: write the Subject and Body. Also configure:
  • Format: choose Branded HTML, styled with your organization branding, or Plain text.
  • Reply to settings: add CC recipients.
  • Email sender: choose Use workspace default, Send from meeting host’s inbox, or Send using custom email. A host inbox or a custom address requires a verified sending domain.
• SMS: write the Message. Default sends it when the recipient has a phone number.
• Slack: write a Message for the host. Default shows it in the Preview but doesn’t send it yet.

Each channel also has a Fallback message for when Default cannot render personalization. For reminders, set When to send. Pick Before or After the meeting, and a preset or Custom amount of time. Events can override this timing per event.

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Variables

Insert variables to personalize a message: guest fields, host fields, meeting fields, and action links (Meeting link, Reschedule link, Cancel link). For example, Hi {{ guest.first_name }}, your meeting is confirmed. The Variables in use panel lists every variable in the current channel. It also lets you set ordered fallback attributes. A blank variable at send time falls back to the next attribute in its chain. This prevents an empty gap in the message.

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Email styling

The look of every templated email, workspace-wide, is set on the Emails tab of Branding: colors, header style, accent color, and footer.

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How events use templates

Templates don’t send anything on their own. An event’s Messages section assigns a template to each notification trigger and reminder rule. See Events: Messages. If an event doesn’t assign a template for a trigger, Default’s org defaults apply. Related: Sales scheduling software from Default