Skip to main content
Default reduces no-shows by sending meeting reminders by email and SMS before a meeting, and by putting reschedule and cancel links in front of the guest so they move a meeting instead of skipping it. When a guest still doesn’t show, a rep marks the meeting as a no-show by hand, which gives the rep their routing credit back and can start a follow-up workflow.

​
No-show handling in Default at a glance

​
Send meeting reminders by email and SMS

Reminders are messages Default sends at a set time relative to the meeting’s start. You write them once as templates, then turn them on per event.
1

Create a reminder template

In the Scheduling app’s sidebar, select Communications, then New message. Choose Guest or Host, then Reminder. In the editor, add the Email channel, the SMS channel, or both, and set When to send. Communications is admin-only. See Messages.
2

Turn on reminders for the event

Open the event, go to its Messages section, and open the Reminders tab. Turn on Enable reminders.
3

Add reminder rules

Select Add reminder and pick a Template, or keep Org default. Add a rule for each reminder you want, for example 1 day before and 15 minutes before.
4

Adjust the timing for this event (optional)

Set Override minutes and a Direction, Before meeting or After meeting, to change when a rule sends for this event only.
New events start with reminders off. An event sends reminders once Enable reminders is on and it has at least 1 rule. When a meeting is rescheduled, Default moves its reminders to the new time and skips any whose send time has already passed. When a meeting is cancelled or marked as a no-show, Default cancels its pending reminders.

​
SMS reminders

An SMS reminder goes to the guest’s phone number from the booking form, or to the number Default already holds for that person. Add a Phone Number question to the event’s booking form to collect it. When an event sends guest texts, the booking form shows SMS consent text below the phone field, and each text is followed by a compliance message that explains how to opt out. See Phone collection and SMS consent.

​
Give guests a way to reschedule instead of skipping

A guest who can’t make the meeting is more likely to move it than to skip it when the link is in front of them:
  • Insert the Reschedule link and Cancel link variables into reminder and confirmation templates. See Variables.
  • Keep Include calendar links in footer on for the event’s calendar invite, so guests can reschedule or cancel from the invite itself. It’s on by default for new events. See Calendar invite.

​
Mark a meeting as a no-show

Reps mark no-shows by hand. Default has no automatic no-show detection: it doesn’t read calendar responses or video attendance to decide whether a guest showed up. Only meetings with the status Booked or Rescheduled can be marked. The meeting’s hosts, the teammate who booked it, admins, and people with manager access to the meeting can mark it.
Default doesn’t check whether the meeting time has passed, and the app offers no action to undo a no-show. Mark a meeting only after the guest has missed it.
See Meetings and the Chrome extension.

​
What marking a no-show does in Default

When a meeting is marked as a no-show, Default:
  1. Removes the meeting’s calendar event and video call, the same way a cancellation does.
  2. Sets the meeting’s status to No show. The meetings dashboard shows the badge, and the Status filter can find it.
  3. Sends the On no-show messages the event assigns to the guest and the hosts, by email or SMS. When the event assigns none, your workspace defaults apply.
  4. Cancels the meeting’s pending reminders, including reminders set to send after the meeting.
  5. Gives routing credit back to each host who got the meeting from a queue, when the queue’s policy allows it. See Routing credit for no-shows.
  6. Fires the Meeting Status workflow trigger with the status No show.

​
Routing credit for no-shows

A no-show shouldn’t use up a rep’s turn in a round robin. When a host got the meeting from a queue, Default credits them back if the queue’s policy has both of these on the Credit Behavior tab:
  • Enable crediting
  • No-show meetings
Both are on by default. The credit offsets the meeting in the host’s assignment count, so the queue keeps its balance. Each credit shows in the Routing app’s Activity tab as a system-granted credit. Hosts who were picked by name, not through a queue, get no credit, since no queue counted the meeting.

​
Follow up on no-shows with a workflow

Use the Meeting Status trigger to act on every no-show the same way:
1

Start on no-shows

Create a workflow with the Meeting Status trigger. Under Meeting statuses, select No show. Optionally narrow it with Event types, Specific events, or Sources.
2

Tell the host

Add a Send Slack Message node and pick the Primary host from the data picker as a recipient.
3

Start a follow-up sequence

Add a sequencing node, for example Add to Outreach Sequence, with the lead’s email from the Lead fields under Meeting details. Pick a sequence written for missed meetings.
4

Log it in your CRM (optional)

Add Create Activity (Salesforce) or Create Engagement (HubSpot) to record the missed meeting on the lead’s record.
The trigger’s data picker also offers Additional hosts, Booked by (the teammate who booked the meeting, for example from the Chrome extension), and Booking form responses. See Triggers, Sequencing nodes, and CRM nodes. Related: Sales scheduling software from Default