Webinar and masterclass reminder emails

Webinar reminder emails: the three that get people there.

Send three webinar reminder emails: a confirmation straight after signup with a personal join link and calendar invite, a short reminder 24 hours before with the time and one line on the value, and a link-⁠first reminder 1 hour before. Show the start time in two time zones in each, and keep every email short enough to read on a phone.

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By Kuldip Parmar, Founder · Updated November 2026

Most people who miss a free masterclass didn’t decide to skip it. They forgot, or couldn’t find the link. Three well-⁠timed emails fix both.

In short

Three emails: confirmation, 24 hours before, 1 hour before.
Put each person’s own join link in every email.
Show the start time in at least two time zones.
The 1-⁠hour email should lead with the link and say almost nothing else.
An optional SMS shortly before start can sit alongside the emails.

The three emails, and what goes in each

Straight away: confirmation

Their own join link, the date and time in two time zones, and an add-⁠to-calendar file.

24 hours before: the reminder

Short. The time, the link, and one line on what they’ll get from the session.

1 hour before: the link

The join link first and nothing else. This is the email most people join from.

How we set them up for you

Written in your voice

Short emails that sound like you. Nothing is scheduled until you approve it.

Scheduled at fixed times

Reminders go at set times before the event, so everyone gets them, no matter when they signed up.

Tested with a real signup

48 hours before, we sign up ourselves and check every email arrives with the right link.

What is the best timing for webinar reminder emails?

Here is a simple schedule that works for most free masterclasses:

Swipe for more →

When	Email	Main job
Straight after signup	Confirmation	Get the event and link into their calendar
24 hours before	Reminder	Remind them why they signed up
1 hour before	Link reminder	One tap to join
Optional: 10 to 15 minutes before	SMS	Catch people who aren’t in their inbox
At start time, if you like	“We’re live”	Pull in late joiners

People who sign up the day before will skip the 24-⁠hour email. That’s fine. Schedule reminders at fixed times before the event, not as “X days after signup”, so everyone still gets the last one.

If you send the optional “We’re live” email, keep it to two lines:

Subject: We’re live now
We’ve just started. Join here: [Personal join link]. It’s not too late, the main part starts in a few minutes.

The next morning, a replay email goes to anyone who missed it:

Subject: Sorry we missed you: the replay is up until Friday
Hi [First name], here’s the replay of [Masterclass name]: [Replay link]. It’s up until Friday at 9pm UK (4pm New York). Want to talk it through? Book a call: [Booking link]

What should the confirmation email say?

Its only job is to get the event into their calendar with the right link. Example:

Subject: You’re in: [Masterclass name], Tuesday 7pm UK
Hi [First name],
You’re booked for [Masterclass name].
When: Tuesday 17 November, 7pm UK (2pm New York / 11am Los Angeles)
Your link: [Personal join link]
Add to calendar: [Calendar link]
This link is just for you, so please don’t share it. If a friend wants to come, send them here: [Signup page].
See you Tuesday,
[Your name]

What should the 24-hour reminder say?

Short, with one reason to come. Example:

Subject: Tomorrow at 7pm UK: [Masterclass name]
Hi [First name],
Quick reminder: we’re live tomorrow, Tuesday, at 7pm UK (2pm New York / 11am Los Angeles).
You’ll leave with [one specific outcome, e.g. a simple plan for your next three client calls].
Your link: [Personal join link]
[Your name]

Resist adding your whole bio, testimonials or the full agenda. Those belong on the signup page.

What should the 1-hour reminder and SMS say?

Lead with the link. Most people open this one on their phone, a few minutes before.

Subject: Starting in 1 hour (your link inside)
[Personal join link]
Hi [First name], we start at 7pm UK (2pm New York / 11am Los Angeles). Tap the link above to join.
[Your name]

An SMS should be well under 160 characters, so it arrives as one message:

Hi [First name], [Masterclass name] starts in 15 mins (7pm UK / 2pm ET). Your link: [short link]. See you there! [Your name]

Only text people who gave their number and agreed to reminders on your signup form.

How do I write time zones so nobody gets them wrong?

Write the day, the date and the time, then at least one other time zone your audience uses. For a UK and US audience, these are clear:

Tuesday 17 November, 7pm UK (2pm New York / 11am Los Angeles)
Thursday 19 November, 12pm New York (5pm London)

Avoid “7pm GMT” on its own in summer, when the UK is on BST, and avoid just “7pm”, which leaves people guessing. Watch the weeks in March and autumn when the UK and US change clocks on different dates: the gap between them shifts for a short time. The calendar invite fixes most of this, because it shows the time in their own zone.

For what to send after the event, see replay and follow-⁠up emails. If you’d rather not build this yourself, our free Leak Check scores your flow out of 15.

Questions people ask

When should webinar reminder emails go out?

A confirmation straight away, then one reminder 24 hours before and one about 1 hour before. More than that usually annoys people more than it helps.

What should the 1-hour reminder say?

As little as possible. Put the join link at the top, then the start time. People open it on their phone, a few minutes before.

Should each person get their own join link?

If you use Zoom registration, yes. Fewer people get locked out, and you can see exactly who attended.

Should I send a reminder a week before?

Only if signups opened weeks in advance. A short “one week to go” note can help people who signed up a long time ago remember why. For most free masterclasses with signups open a week or two, the confirmation, the 24-⁠hour and the 1-⁠hour reminders are enough. Each extra email is another chance to annoy people into unsubscribing.

Should I turn off Zoom’s own reminder emails?

Usually yes, if you send your own. Two sets of reminders with different designs and links confuse people. Keep Zoom’s confirmation off or minimal, and send all confirmations and reminders from your email tool, with the personal Zoom link saved on each contact so it appears in every email.

What subject lines work for reminder emails?

Plain ones. Include the event name, the day and the time, for example “Tomorrow at 7pm UK: [Masterclass name]”. For the 1-⁠hour email, say the link is inside. Clever or vague subject lines get skipped, and this is the one email you most want people to open quickly.

Can I send reminders from Kajabi or GoHighLevel instead of Flodesk?

Yes. Any email tool that can store a personal join link on each contact and send at a fixed time before the event will work. The emails and timings stay the same; only the setup steps change from tool to tool.