Booking Reminders

Flo can email you and your fan before each confirmed session — once at about 24 hours before start time, and again at about 1 hour before. These are separate from the confirmation email sent right after someone books.

Reminders help reduce no-shows and give both sides the session time, duration, and join link in one place.

Bookings require Creator+

Reminders apply to Book a Session on Creator, Pro, or Studio. See Bookings overview.

Who gets reminders

For each reminder window, Flo sends two emails:

Recipient	What they see
Your fan	Session name, your name, time in their timezone, duration, Join button when a link exists, and Manage this booking to reschedule or cancel
You (creator)	Session name, fan name and email, time in your timezone, duration, and Join when a video link is on the booking

Emails come from Flo Bookings (bookings@myflo.link).

When reminders send

Reminder	Timing (approximate)
First reminder	About 24 hours before the session starts
Second reminder	About 1 hour before the session starts

Flo checks for upcoming sessions on a regular schedule, so the exact send time can vary slightly (for example in about 24 hours rather than to the minute). That is normal.

Short-notice bookings

When the fan books	What to expect
More than ~24 hours ahead	Both reminders can send
Between ~1 and ~24 hours ahead	Usually only the 1-hour reminder
Less than ~1 hour ahead	Reminders may not send — there is not enough lead time

Minimum booking notice on Availability often prevents very last-second bookings anyway.

What is in each email

Fan email

Section	Content
Subject	Reminder — [Session] with [You] (in about 24 hours) or (in about 1 hour)
Body	Greeting, session name, reminder timing
When	Full date and time in the fan’s timezone
Duration	Length in minutes
Join button	Zoom or Google Meet when Flo has a link on the booking
Manage this booking	Link to reschedule or cancel without logging in — see Cancellations

Creator email

Section	Content
Subject	Session reminder — [Session] with [Fan name] (in about 24 hours) or (in about 1 hour)
Body	Guest name and email, when, duration
Join button	Same video link when available

If no video link exists yet (for example calendar sync still running), the email says there is not a link on the reminder and suggests sending one manually if needed.

When reminders are turned on or off

Flo decides once, at the moment the booking is confirmed, and saves that choice on the booking. Changing settings later does not add or remove reminders for sessions that are already booked.

Default: on

New bookings are eligible for reminders unless you opt out on the Book a Session block (see below).

Per block in the Builder (main control)

This is where you turn reminders off for fans who book through a specific page block:

Dashboard → Builder
Click your Book a Session block
In block settings, find Flo email reminders

Toggle	Label / hint in Flo
On (default)	24h and 1h before each session. Turn off if you use another system. Settings here apply to this block at booking time.
Off	No Flo reminder emails for new bookings made through this block

Save changes on the block editor

If you have multiple Book a Session blocks, each block has its own toggle. A fan who books through Block A follows Block A’s setting.

See Bookings setup for adding and editing blocks.

Already confirmed sessions do not update

Turning Flo email reminders off today does not cancel reminders for bookings that were already confirmed. It only affects future bookings through that block after you save.

Reminders vs other booking emails

Email	When
Confirmation	Right after booking (fan and you) — always part of the normal flow
24h reminder	~24 hours before start (if enabled for that booking)
1h reminder	~1 hour before start (if enabled for that booking)
Cancellation / reschedule	When someone cancels or moves the session — separate templates

Reminders do not replace confirmations. Even with reminders off, fans still get confirmation when they book.

When reminders do not send

Situation	Result
Booking cancelled	No further reminders
Reminders off for that booking at confirm time	No 24h or 1h emails
Session already started or in the past	Skipped
That reminder already sent	Flo sends each window once per booking (no duplicate 24h emails)
Too soon before start	24h and/or 1h window may be missed (see short-notice table above)

Paid and free sessions use the same reminder rules.

Using your own reminder system

If you already use Calendly, Google Calendar invites, or another tool for nudges:

Turn Flo email reminders off on each Book a Session block in the Builder
Keep Google Calendar connected if you want calendar events (separate from Flo’s reminder emails)
Run a test booking so you know fans still get confirmation and any calendar invite you rely on

You avoid duplicate “your meeting is tomorrow” messages.

Video links on reminders

Source	On the reminder email
Zoom connected	Join Zoom when Flo created the meeting
Google Calendar + Meet	Join Google Meet when Zoom is not used
Neither / link not ready yet	No join button; creator email notes you may need to send a link manually

Reminders use whatever meeting URL is stored on the booking when the reminder runs. If a link is added late, the reminder might have gone out without it — check Dashboard → Bookings → Appointments or resend details yourself.

Test reminders

Turn reminders on
In the Builder, confirm Flo email reminders is on for your test block.
Book a test session
From your live page, book a free session at least 25 hours in the future (use a real email you can check).
Confirm the confirmation email
You should get the immediate confirmation first.
Wait for reminder windows
Watch for the ~24 hours and ~1 hour emails (check spam). Exact timing varies slightly.
Use Manage this booking
Open the fan’s Manage this booking link from the reminder to verify reschedule/cancel works.

For a quicker check of email content only, the confirmation email uses similar session details; reminders add the “in about X hours” wording.

Troubleshooting

Problem	What to check
No reminders at all	Was Flo email reminders off on the block when they booked? Book a new test after turning it on.
Fan got confirmation but no reminders	Session may have been too soon; booking may have been before you enabled reminders; check spam
Only one reminder arrived	Normal for bookings inside the 24-hour window
Duplicate reminders from Flo + another app	Turn off Flo email reminders on the block or disable the other tool’s emails
Wrong time on reminder	Fan email uses fan timezone; yours uses your Availability timezone
No Join button	Connect Zoom or Google Calendar; link may not exist yet when the email sent
Turned off reminders but old booking still reminds	Setting applies only to new bookings after save — expected

Guide	Topic
Bookings overview	Full bookings system
Bookings setup	Block editor and Flo email reminders toggle
Managing bookings	Appointments after go-live
Cancellations	Cancel, refunds, fan Manage this booking
Integrations	Calendar and video links on emails

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