Remind people before and after their booking

Six reminders the organiser can be sent about their own booking — the two that stop people forgetting to check in are already on, and what decides whether they ever arrive is whether the resource requires check-in. Turning one off stops the email and not the notification on their phone.

Updated 13 Sept 2026

If people keep forgetting to check in, the two reminders that fix it are already on. Waiting for check-in reminder writes to the organiser the moment the resource becomes available to check into, and No-show email reminder writes again if it is released because nobody did. Neither has to be switched on.

What decides whether they ever arrive is something else entirely: the resource has to require check-in. Without that requirement there is no check-in window, so there is nothing to be waiting for and nothing to release — and both reminders stay silent no matter how they are set. That requirement lives on the booking rules, not here: how check-in and no-show work.

1. Open the reminder settings

These are set once for the whole account. There is no per-room and no per-policy version of them.

Open Email reminder settings

Setting / Email reminder is the second of the three groups on that page, between the general settings above it and the suggested time slots below.

All six reminders, in the order the page shows them. The two check-in ones are on unless somebody turned them off.

2. Choose the reminders you want

Reminder	When it is sent	On by default
Booking confirmation reminder	A day before the booking, asking the organiser to confirm it is still wanted. Only for bookings nobody has started yet	No
Waiting for check-in reminder	The moment check-in opens, which is a few minutes before the start — the resource policy sets how many, normally 15	Yes
No-show email reminder	When the resource is released because nobody checked in	Yes
Extend booking reminder	Shortly before the booking ends, and only when extending it is actually allowed	No
Half of the booking time reminder	Once a long booking is well past its middle, asking whether the room is still needed. Only for bookings longer than two hours	No
End of booking reminder	When the booking ends or is checked out. The only one that also goes to the attendees	No

Save when you are done. The change applies to bookings already in the calendar, not only to new ones.

3. Know what a switch here does not stop

Turning a reminder off stops the email. It does not stop the notification that appears in Offision itself — in the notification list, on the mobile app, on the desktop app, and in Teams where that is connected. Three of the six send one:

Waiting for check-in reminder and No-show email reminder notify whether or not the email is on.
Extend booking reminder does the same.
Booking confirmation reminder and Half of the booking time reminder are email only — there is no notification to receive.
End of booking reminder is the exception that behaves as you would expect: its switch turns off both.

So an organiser who says they are still being told about no-shows after you turned the reminder off is describing the notification, and it is working as built.

4. Check it worked

Do not read the form back — book something and watch it.

Book a room whose rules require check-in, as an ordinary account.
Wait for the check-in window to open. The organiser should get the Waiting for check-in reminder mail, and a notification in the app.

The check-in reminder: the room, when it was booked for, and the deadline to check in by.

Do not check in. Once the grace period passes, the room is released and the No-show email reminder follows.

Nothing sends twice for the same booking. Editing a booking arms its reminders again, so a booking that was moved gets a fresh one rather than staying silent.

What this does not control

When check-in opens and closes. The window before the start and the grace period after it are set on the booking rules, per resource — Check-in settings reference.
Whether a no-show is counted. A room is released and counted whether or not anyone was told — What counts as a no-show.
The mails sent when a booking is made or cancelled. Those are per-policy switches: Choose which booking emails go out.
What the mail says. Subjects and body text are set once for the whole site, under Change the wording of an Offision email.
A recurring booking that cancels itself after repeated no-shows. That warning and cancellation come from the booking rules, not from these switches.
The digests managers subscribe to. Those are separate subscriptions — Summary email and Forecast email.