Help Center / Reminder Rules / Create a Reminder Rule

Create a Reminder Rule

Reminder Rules Updated September 2026
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A Rule tells Timelier which calendar to monitor, which events to look for, and how and when to send reminders. You can create a rule quickly using the Simple Rule Wizard or build complex logic using the Advanced Rule Editor.

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Prerequisites before creating rules:
Recommended for Most Users
Method 1: Simple Rule Wizard
A guided 5-step wizard to quickly set up email or SMS reminders for meetings, client appointments, or consultations.
Start with Simple Wizard
Power Control
Method 2: Advanced Rule Editor
Configure multi-condition filter logic, custom dynamic message templates with placeholders, and up to 3 reminder schedules.
Jump to Advanced Editor

Method 1: The Simple Rule Wizard

To create a new rule, go to the Rules page in Timelier and click the Create Simple Rule button. This will launch a wizard that will guide you through the process step by step.

Timelier Rules page with Create Simple Rule button
1
Select Calendar

First, choose the calendar that contains the events you want to be reminded about from your connected accounts. For Google and Microsoft accounts, the simple wizard defaults to using the main calendar of the account

Simple Rule Wizard Step 1: Select Calendar
2
Identify Events

Next, tell us how to identify the events you want reminders for. The Wizard provides four ways people identify their reminder events:

  • A keyword in the subject: Useful for events that always have the same word or phrase in the title (e.g. Consultation, Dentist, Meeting).
  • A keyword in the description: Useful for events that always have a consistent phrase in the description or meeting notes.
  • Events I organized that have other guests: Applies reminders to calendar events where you are the organizer and other attendees are invited.
  • Appointments I have accepted or tentatively accepted: Applies reminders to meetings and appointments organized by others where you have confirmed or tentatively accepted.
Simple Rule Wizard Step 2: Identify Events options
3
Set Reminder Channel

Now, decide how and to whom you want to send the reminders. Select one of the delivery methods below to see its exact configuration options:

Have Timelier Send an Email to Predetermined Address(es)

We’ll send an email from our address ([email protected]) to any verified email addresses you choose. If you need to verify an additional email address, see Verify Additional Email Addresses.

Timelier email sent to verified address

An email will be sent from [email protected] to your verified addresses.

Email Attendees or Extracted Recipients

You can send reminders directly to event attendees or extract attendee addresses dynamically from the appointment notes:

  • Email attendees based on status:

    Select which attendees receive reminders based on whether they have accepted, tentatively accepted, or not responded (reminders are typically excluded for declined guests).

    Email attendees from my account
  • Extract recipient from event description/details/notes:

    When this option is checked, the email address is extracted dynamically from the event description/details/notes. In your calendar event description/details/notes, simply type email reminder: followed by the email address (e.g., email reminder: [email protected]). You can separate multiple addresses with commas.

    Timelier email extracted recipient setting
    Example calendar event description with email reminder trigger

    When using "Extract recipient from event details", type "Email Reminder:" followed by a comma-separated list of email addresses in the calendar event description.

Send SMS Reminders via Timelier

Timelier can deliver text message reminders to your verified mobile number or extract phone numbers directly from individual calendar appointments.

  • Send to verified phone number:

    Sends an SMS directly to your phone number verified in Timelier settings.

    Email attendees from my account
  • Extract number from event description/details/notes: When this option is checked, the email address is extracted dynamically from the event description/details/notes. In your calendar event description/details/notes,simply type SMS Reminder: followed by the phone number in the calendar event description (e.g., SMS Reminder: 555-123-4567).
Simple Rule Wizard Step 3: SMS reminder settings
Calendar event details with SMS Reminder phone number

When using "Extract number from event details", type "SMS Reminder:" followed by the phone number in the calendar event description.

Send Reminders from Your Own Connected Account

An email will be sent directly from your connected Google Workspace or Microsoft 365 account. Because the email originates from your own address rather than a generic notification service, guests are significantly more likely to open and read it!

  • Email attendees from my account: Select whether to message attendees who have accepted, tentatively accepted, or not responded.
    Simple Rule Wizard Step 3D: Send from personal account
  • Email extracted recipients from my account: Extract destination addresses using email reminder: inside the event body.
    Email extracted recipients from personal connected account
4
Set Timing

Specify how much time before the event you want the reminder to be delivered:

  • Type a number in the Time before text box.
  • Select Minutes, Hours, or Days in the Unit dropdown.
  • Timelier supports any duration in those units up to 1 week in advance (e.g., 15 minutes, 2 hours, 1 day, or up to 7 days).
Simple Rule Wizard Step 4: Set reminder timing
5
Complete the Simple Rule Wizard

The Simple Rule Wizard is an interactive aid for automatically filling out the Advanced Rule Editor. After clicking “Generate Rule” in the wizard, you will be taken to the Advanced Rule Editor with all your selections pre-populated.

Typically, the first thing you will want to do is click “Preview Reminders” at the bottom of the form to verify that your calendar events match as expected (see the reminder preview below). Once satisfied, click “Save Rule”.

Simple Rule Wizard Step 5: Complete and Generate Rule

Method 2: The Advanced Rule Editor

The Advanced Rule Editor gives you full granular control over your reminder automation. You can access it anytime by clicking the Create Advanced Rule button on the Rules page, or you will be automatically brought there after clicking "Generate Rule" in the Simple Rule Wizard.

1
Choose Your Calendar Source

In the “Select a source of events” dropdown, choose one of your connected Google, Microsoft, Apple, or ICS calendar accounts. In the Calendar dropdown, select the specific calendar to monitor.

Unlike the Simple Rule Wizard, the Advanced Editor allows you to select a non-primary calendar from a Google or Microsoft account that was connected using the "sign in with Google/Microsoft" method.

2
Define Filters to Determine Which Events Receive Reminders

To determine which events receive reminders, set up filters based on properties of your calendar events. An event triggers reminders only when the filter conditions evaluate to true.

Filters can be structured using flexible conditional logic:

  • AND logic within a filter group: Every criteria in the same group must evaluate to true for the group to match.
  • OR logic across filter groups: Click Add Filter Group to create additional sets of criteria. If any group matches, reminders will be triggered for the event.

Supported Filter Properties

Depending on your connected calendar provider, the following event properties are available:

Property Comparisons Description & Values
subject contains, does not contain, equals, does not equal, starts with, ends with Matches text in the event title (e.g., subject contains "Consultation").
description contains, does not contain Searches for keywords or custom trigger phrases anywhere in the meeting notes, agenda, or body.
attendees contains, does not contain Matches against attendees' email addresses. Enter a single email (e.g. [email protected]) or a partial domain (e.g. @domain.com).
start time is before, is after, equals Filters based on the event's start time and timezone (e.g., start time is after 09:00 AM Central).
end time is before, is after, equals Filters based on the event's scheduled end time and timezone.
freebusy equals, does not equal Filters by calendar availability status. For Google: free, busy. For Microsoft / Apple: free, tentative, busy, oof (Out of Office), workingElsewhere, or unknown.
response status equals, does not equal Filters by your invitation response status: accepted, tentative (or tentatively accepted), declined, or no response (needs action / not responded).
organizer equals, does not equal Boolean check (true / false) indicating whether you are the meeting organizer.
attendee count is greater than, is less than, equals, does not equal Numeric comparison on the total number of participants invited to the event (e.g., attendee count is greater than 1).
categories
Microsoft only 		contains, does not contain, equals, does not equal, starts with, ends with Matches color categories assigned to the appointment in Outlook (e.g., categories contains "VIP").
colors
Google only 		equals, does not equal Matches Google Calendar event color tags: Lavender, Sage, Grape, Flamingo, Banana, Tangerine, Peacock, Graphite, Blueberry, Basil, Tomato.

Note for ICS Subscriptions: Calendar sources connected via ICS feed link support filtering on subject, description, start time, and end time.

Advanced Rule Editor filter rules interface
3
Set Type, Time, and Message for Reminders

In this section, you define how, when, and what message will be delivered. You can add up to three separate reminders per rule by clicking the “Add Reminder” button (for example: 1 day before, 2 hours before, and 15 minutes before).

For each reminder, you configure:

  • Time before & Unit: Enter a number and choose Minutes, Hours, or Days in the unit dropdown (supports any duration up to 1 week / 7 days).
  • Channel: Choose how you want the reminder delivered. Select a channel tab below to view its specific settings:

Email from Timelier

Delivers notification emails sent from [email protected]. You can choose between two recipient methods:

  • Email a list:

    Select one or more verified email addresses configured in your Timelier account.

    Email from Timelier: Email a list
  • Extract recipients from event details / notes:

    Automatically scans the calendar event description/details/notes for email reminder: followed by an email address (e.g., email reminder: [email protected]). Multiple addresses can be comma-separated.

    Email from Timelier: Extract recipients from event details
    Example calendar event description with email reminder trigger

    When using "Extract recipient from event details", type "Email Reminder:" followed by a comma-separated list of email addresses in the calendar event description.

Email from Me (Connected Account)

Sends emails directly through your connected Google Workspace, Microsoft 365, or Apple iCloud account, so messages arrive directly from your own email address.

  • Email attendees:

    Filters attendees based on their invitation response status (accepted, tentatively accepted, or no response).

    Email from me: Email attendees
  • Email a list:

    Send reminders directly to a specific list of recipient email addresses.

    Email from me: Email a list
  • Extract recipients from event details / notes:

    Extracts destination email addresses dynamically by typing email reminder: in the calendar appointment body.

    Email from me: Extract recipients from event details
    Example calendar event description with email reminder trigger

    When using "Extract recipient from event details", type "Email Reminder:" followed by a comma-separated list of email addresses in the calendar event description.

  • Use BCC:

    Optional setting to send reminders to attendees using BCC to keep guest email addresses private.

SMS Reminders

Sends automated text messages directly to mobile phones.

  • Message a list:

    Select from phone numbers verified in your Timelier account settings.

    SMS Reminders: Message a list
  • Extract number(s) from event details:

    Scans the event description for SMS reminder: followed by the recipient's phone number (e.g., SMS reminder: 555-123-4567).

    SMS Reminders: Extract number from event details
    Calendar event details with SMS Reminder phone number

    When using "Extract number from event details", type "SMS Reminder:" followed by the phone number in the calendar event description.

Microsoft Teams

Delivers reminder notifications into Microsoft Teams conversations or team channels:

  • Teams Chat:

    Send a reminder directly to a specific 1:1 direct chat or a group conversation from your connected Microsoft account.

  • Teams Webhook:

    Post notification cards into any Microsoft Teams channel using an incoming webhook connector URL.

Customizing the Reminder Message

For any reminder type, you can customize the message text. Timelier supports dynamic placeholders to automatically inject live event details into your reminder message:

Placeholder Event Property Example Value Injected
{subject} The title or subject of the calendar event Quarterly Financial Review
{location} Physical address, conference room, or URL Room 402, Building B
{start} The formatted start time of the event 2:30 PM
{joinurl} Direct URL to join Zoom, Teams, or Google Meet https://zoom.us/j/123456789
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Template Example:

Reminder: {subject} is starting at {start}. Join here: {joinurl}

For a Zoom meeting titled "Team Meeting" at 1:00 PM, this produces:

Reminder: Team Meeting is starting at 1:00 PM. Join here: https://zoom.us/j/123456789

4
Click “Preview Reminders”

When you click the Preview Reminders button, your rule's filter expressions and timing schedules are simulated against your selected calendar. A live list of upcoming reminders that would be generated is shown below.

The preview also displays events that did not match the filter, helping you confirm that your exclusion criteria are working properly.

Preview Reminders table showing matched and scheduled reminders
5
Save the Rule

If the preview of upcoming reminders matches what you expect, click Save Rule. A dialog will prompt you to enter a recognizable name for this rule.

Use a descriptive name (e.g., “VIP Client Consultation Reminders”) to easily distinguish between rules if you manage multiple automated workflows.

Save Rule confirmation dialog with Rule Name input

Once saved, your rule is immediately active! To view your active rules, toggle them on/off, edit settings, or delete rules, see the next guide: Manage Reminder Rules →