When a confirmation or reminder does not arrive
Working out why a confirmation or a reminder did not arrive. Whether nobody received anything or only some people did points at different causes.
- Help category
- Notifications
Start by separating two cases: nobody received anything, or only some of the people did. The cause is different in each, and so is the place to look.
| Symptom | Likely cause | Where to look |
|---|---|---|
| Nobody receives anything | "Automatically issue meeting URL" was left on and the meeting tool connection has lapsed | The "Meeting URL" panel on the event page |
| Only some people are missing it | Those participants have no email address on file | The participant list, and the "Reminder delivery history" |
| Only the reminders are missing | "Set a reminder" is off, the 24 hour and 1 hour marks had passed by the time you confirmed, or the conference method is nCha | "Automatic action after confirmation", and the conference method |
| No copy of an RSVP answer | The RSVP URL is only ever included for polls | The scheduling method |
If nobody receives anything, suspect the automatic meeting URL
The creation screen only lists conference methods that are already connected. This particular stop therefore comes from a connection that lapsed or expired between creating the schedule and confirming a time.
The event page shows "Creating the meeting URL" for up to 20 seconds and then changes to "Could not create the meeting URL". Once an event is confirmed, the URL cannot be created again and the conference method cannot be changed. Reconnect the meeting tool, or create the schedule again with the conference method set to "In person" or "Hybrid".
When you create it again, "Automatically issue meeting URL" can only be turned off for polls. Team availability fixes the conference method to Zoom on top of that, so reconnecting Zoom is the only route. It can be created while Zoom is not connected, but confirming a time in that state means the confirmation never arrives. See "Connecting your calendar and meeting tool".
If only some people are missing it, check the email addresses
Confirmations, reminders and response reminders only reach people who have an email address on file. For a response reminder, the "Reminder delivery history" records the reason as "No email address is registered".
Guests who answered from a shared URL with a name and a password count as participants with no email address; see "Creating a poll". If the host's own account has no email address, the host is the one who misses out.
Notifications arrive even with no calendar connected
The order in which all of this runs after a time is confirmed is set out in "What happens automatically once a time is confirmed".
Five kinds of email are sent automatically
- The confirmation, subject "確定: " — one message each to the host and to the participants, at the moment the time is confirmed.
- The reminders before the start, subjects "24時間前リマインダ: " and "1時間前リマインダ: " — whichever mark has already passed at confirmation is not sent.
- The request to answer, subject "投票のお願い: " — to the participants when a poll is published. The host is not sent one.
- The response reminder to people who have not answered, subject "回答のお願い: " — off by default; see "Sending a response reminder to people who have not answered".
- The copy of an RSVP answer, subject "出欠回答: " — to the person answering and to the host, when they answer from the RSVP URL in the confirmation.
When the conference method is nCha, a dedicated email with the subject "通話 URL: " arrives in place of the confirmation.
Turning off "Send confirmation notification" stops the request to answer as well
With "Send confirmation notification" off, the request to answer that goes out when a poll is published stops too, and so does the confirmation sent to a webhook. "Set a reminder" is a separate switch, so the reminders still arrive.
"Automatic action after confirmation" sits on the event page of a poll and nowhere else, and it can only be switched before the time is confirmed. Afterwards the screen reads "Automatic actions cannot be changed after the event is confirmed." For the other scheduling methods the panel is not shown at all, and the confirmation and the reminders keep running, switched on.
Quick schedule sends no email
Quick schedule does not use the email machinery at all. There are no confirmations and no reminders.
Email and webhooks are the only destinations
A webhook is set up by registering the URL under "Webhook URL" and choosing, under "Destination type", one of "Slack / Mattermost compatible", "Discord", "Microsoft Teams Workflow" or "Generic JSON". Anything that is not https, and anything pointing at a private IP address, cannot be registered.
Three events can be sent: the confirmation (on by default), the reminders (on by default) and the response reminder to people who have not answered (off by default). Like calendars and meeting tools, each user sets their own destination. A failure leaves a record and nothing more: it stops neither the confirmation itself nor the emails.
Webhooks are a plan feature of Pro and Business; see "How pricing works".
If it still does not arrive, check the receiving side
Check the junk folder, and any restriction on what the mailbox accepts. If an administrator of your organisation has enabled a separate SMTP server and sender under "Email settings", every notification email is sent from that sender instead. If none of this settles it, get in touch with the schedule name and the date and time you confirmed.