One of the most powerful features in Kitra is Reminders.
Reminders help you automate communication around your meetings, so no one forgets, misses a call, or gets left without confirmation or follow-up.
Instead of manually sending emails before or after every meeting, Kitra lets you set up workflows once, and everything runs automatically in the background.
This section explains how Reminders work, what you can customize, and how to use them effectively.
What Are Reminders in Kitra?
Reminders are automatic email workflows that trigger based on booking activity and meeting time.
They can be used to:
Confirm bookings instantly
Remind guests before a meeting
Follow up after a meeting
Thank attendees automatically
Reduce no-shows
Create a more professional booking experience
Once enabled, reminders run automatically for all relevant bookings, no manual action needed.
Accessing the Reminders Page
To manage reminders:
Open your Kitra Dashboard
Navigate to Bookings → Reminders in the left sidebar
This opens the Reminders workspace, where you can:
Create new reminder workflows
Edit existing ones
Enable or disable reminders
Preview how emails will look to guests
Quick Reminder Suggestions (Smart Shortcuts)
At the top of the page, you’ll see a smart input field with suggested actions such as:
Confirm booking immediately
Remind guests 1 hour before
Send thank you after meeting
These are quick-start templates designed to save time.
Clicking any of these automatically creates a reminder workflow that you can customize further.
If you need a reminder beyond the presets, you can easily create a custom workflow by entering your own reminder idea in the input field.
Pre-Built Reminder Types
Kitra comes with several ready-made reminder types that cover most scheduling needs:
Booking Confirmation
Sent immediately when someone books
Confirms the meeting details
Includes date, time, and meeting link
24h Reminder
Sent 24 hours before the meeting
Helps guests plan ahead
1h Reminder
Sent 1 hour before the meeting
Great for reducing no-shows
Thank You
Sent after the meeting
Useful for follow-ups, next steps, or feedback requests
These reminders can be edited or disabled.
Creating a Custom Reminder Workflow
To build or edit a reminder, click on any reminder card or choose Create from scratch.
This opens the Create Workflow panel.
Step 1: Choose When the Email Is Sent
In the When to send dropdown, you can select exactly when the reminder should trigger:
Options include:
Immediately (on booking)
24 hours before
2 hours before
1 hour before
30 minutes before
30 minutes after
1 hour after
24 hours after
This gives you full control over timing, depending on the purpose of the email.
Step 2: Write the Email Subject
The Subject field defines what guests see in their inbox.
Examples:
“Your meeting is booked”
“Reminder: Meeting in 1 hour”
“Thanks for meeting with me”
You can also use dynamic variables to personalize subjects automatically.
Step 3: Customize the Email Body
The Body field is where you write the main message.
Kitra supports dynamic placeholders, which automatically pull information from the booking, such as:
Guest name
Host name
Event title
Event date
Event time
Meeting link
These placeholders ensure each email feels personal, even though it’s automated.
On the right side, you’ll see a live preview, showing exactly how the email will look when received.
Step 4: Enable the Workflow
At the bottom of the workflow panel, you’ll see an Enable workflow toggle.
When enabled, emails will be sent automatically
When disabled, the workflow is saved but inactive
This lets you safely draft and test reminders before activating them.
Managing Multiple Reminders
You can create multiple reminders per booking, for example:
Confirmation email immediately
Reminder 24 hours before
Reminder 1 hour before
Thank-you email after the meeting
Each reminder works independently and can be adjusted at any time.
Why Reminders Matter
Using reminders properly helps you:
Reduce missed meetings
Look more professional
Save time on manual follow-ups
Create a smooth experience for guests
Keep communication consistent
Once set up, reminders quietly handle communication so you can focus on the meeting itself.
Whether you’re hosting sales calls, interviews, or internal meetings, reminders ensure everyone shows up prepared without extra effort from you.
In the next guide, we’ll explore how Kitra connects reminders with Meeting Notes and Notetaker automation to give you a complete post-meeting workflow.