> ## Documentation Index
> Fetch the complete documentation index at: https://sailia-mintlify-5b02008a.mintlify.site/llms.txt
> Use this file to discover all available pages before exploring further.

# Pre-arrival reminders

> Send a reminder email 24 or 48 hours before a course or hire starts to reduce no-shows.

A pre-arrival reminder lands in the customer's inbox shortly before their booking begins. It reduces no-shows, gives them time to prepare, and is a low-effort way to feel attentive without manual work.

## Build the reminder

<Steps>
  <Step title="Open Communications → Workflows">
    Find the **Course start** trigger. It fires based on the session's start time — perfect for reminders.
  </Step>

  <Step title="Choose a session group">
    Use **All sessions** to start. Switch to a specific [session group](/customers/session-groups) when you want different reminders for different course types.
  </Step>

  <Step title="Create a new template">
    Click **Add communication → Create new template** and name it (e.g. *24-hour reminder*).
  </Step>

  <Step title="Write the subject line">
    Use merge fields and a hint of urgency. Examples: *Reminder: {{session_name}} starts tomorrow!* or *See you soon — {{session_name}}*.
  </Step>

  <Step title="Build the body">
    Cover the essentials: details, what to bring, where to meet, arrival time, contact.
  </Step>

  <Step title="Set the timing — this is the important step">
    Switch from **Immediate** to **Custom timer**. Set a value and unit (e.g. `24` `Hours`), then set the direction to **Before** trigger. **Not after.**
  </Step>

  <Step title="Send to the client email">
    Pick **Client email** as the recipient.
  </Step>

  <Step title="Test and save">
    Use **Send test email** with a real-looking booking before going live.
  </Step>
</Steps>

<Warning>
  Selecting **After** instead of **Before** sends the reminder once the session has already started — far too late. Always double-check the direction.
</Warning>

## Good timing windows

| Value                  | Best for                                                               |
| ---------------------- | ---------------------------------------------------------------------- |
| **24 hours before**    | Most reminders — late enough to feel imminent, early enough to prepare |
| **48 hours before**    | Activities that need more preparation or travel                        |
| **1 week before**      | Multi-day courses or important high-ticket bookings                    |
| **A few hours before** | An optional second reminder on the same day                            |

## Suggested content

1. Friendly reminder line.
2. Booking details (date, time, location, participants) via merge fields.
3. What to bring — equipment, clothing, documents.
4. Meeting point and arrival time.
5. Parking and access info if relevant.
6. A contact number for last-minute issues.

For the full merge field list, see [booking confirmation emails](/customers/booking-confirmation-emails#merge-field-reference) — the same fields work in reminders.

## Multiple reminders

For higher-value bookings, send two reminders:

1. **48 hours before** — *Your course is coming up* — what to prepare.
2. **24 hours before** — *See you tomorrow* — final logistics.

Don't send three reminders unless you really need to — most customers find a single, well-timed reminder more useful than a stream.

## Related guides

<Columns cols={2}>
  <Card title="Confirmation emails" icon="envelope-open-text" href="/customers/booking-confirmation-emails">
    The email that goes out immediately after booking.
  </Card>

  <Card title="Follow-up emails" icon="reply" href="/customers/follow-up-emails">
    Send a thank-you and feedback request after the session ends.
  </Card>
</Columns>