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Automated emails in Demodesk

Updated November 9, 2026

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This overview is designed to provide you with a checklist you can go back to every time to check whenever a question comes up. We added all kinds of actions that can happen to trigger an email, so make sure to save this article.

We will show you what happens when you schedule a meeting via the booking page, the dashboard or Google calendar

Demodesk use caseWhat's happening
Scheduling a Meeting via DemodeskEmail invitation will be sent according to the template in the Meeting Type, that you chose during the booking process. This article will give you more information about Meeting Types.
Scheduling a Meeting via the Demodesk booking pageEmail invitation will be sent according to the template in the Meeting Type that you chose. This article will give you more information about booking pages.
Meeting Type confirmation settings with Send email invite and Send calendar invite toggles enabled
Reminder emailsReminder emails will be sent before the meeting, the exact time and content can be adjusted in your Meeting Type, learn how to do it here.
In-meeting InviteYou can invite additional guests even when the meeting is already running, check this article for more information.
Meeting Type settings listing Conferencing, Layout, Guest participant list, Recording and In-meeting invite options
Changing the Meeting TimeWhen you change the time via your Demodesk Dashboard, you can choose whether you want to send the google update only or also an additional invite, which can be customized.
Cancelling a MeetingWhen you cancel a meeting from your Demodesk Dashboard, Demodesk asks Would you like to send a cancellation email? You write the subject and the text yourself and send it to your guests, or you choose Don't send and cancel without an email. Meeting Types have no cancellation email template. If a guest cancels through their cancellation link, you receive an email about it.
Change the host of your meetingThe new host will receive a handover email, unless they have turned that email off in their own notification settings. The guests will not get any update email.
Guest accepts the inviteGoogle generates an automated email which informs you if a guest accepted your invite.
Guest declines the inviteGoogle generates an automated email which informs you if a guest declined your invite.

You cannot only schedule meetings via our Dashboard but also via your Google calendar. Demodesk offers an extension that can be used within the Chrome browser.

Why? The Demodesk chrome extension makes scheduling out of Google calendar a lot easier and allows you to have the most important Demodesk functionalities always at hand.

Things to consider:

Use cases: via GoogleWhats happening
Scheduling a Meeting via Google CalendarGoogle meeting invitation is sent, according to your default Meeting Type.
Reminder emailsReminder emails will be sent out before the meeting, the template can be found and adjusted in your default Meeting Type.
Changing the Meeting Time with your Google CalendarThe guests will receive a new invite with the changes, it cannot be customized. The response status of the guests will be reset.
Guest accepts the inviteGoogle generates an automated email that informs you if a guest accepted your invite.
Guest declines the inviteGoogle generates an automated email that informs you if a guest declined your invite.

Example Emails

  • Scheduling a Meeting via Demodesk

Example demo invitation email with a meeting join link and dial-in conference number

  • Reminder emails

Example reminder email for an upcoming demo, sent with Demodesk in the footer

  • Update the Meeting via Demodesk
    • the standard text is based on the email invite template

Update email dialog for a rescheduled meeting, prefilled with date, time and link tokens

  • In meeting invite

    In-Meeting Invite email template with subject and body placeholder tokens

FAQ

I switched off Send email invite, why did my customer still get an email?

The reasons, including the two Send email invite switches of a meeting type, are explained in the FAQ I switched off Send email invite, why did my customer still get an email? of the meeting types article.

Can I change or turn off the cancellation email when I cancel through the API?

Yes. There is no cancellation email template in your Meeting Type, so the text always comes from the cancel request itself.

  • To email your guests, send a subject and a body in data.attributes.cancel_notification.
  • To cancel without any email, send data.attributes.skip_cancel_notification with the value true.
  • If the request contains neither a subject nor a body, Demodesk cancels the meeting and sends no email.

The email goes to the guests of the meeting.

We recommend that your integration always sends a subject and a text, for example a short note on why the meeting is off and a link to book a new time, so your guests still hear about the change.

Changing the meeting time through the API works in a similar way. The update email does not come from your Meeting Type either. The request has to ask for it with data.attributes.send_email_invite and carry the recipients, the subject and the text in data.attributes.invite_template. A request that only sets a new date moves the meeting without emailing your guests.

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