Scheduling Notifications: Confirmations, Reminders, and Cancellations
Explore email workflows for meeting confirmations, reminders, and cancellations, including timing, template structure, and sender authentication considerations.
schedly is a scheduling platform built for teams and freelancers who need to coordinate across time zones without the back-and-forth. Every booking on schedly generates at least three emails: a confirmation to the guest, a confirmation to the host, and a reminder 24 hours before the meeting. At two million meetings a month, that's six million emails — minimum.
The problem with their old provider
Before Sendbound, schedly ran on a well-known transactional email provider that worked fine at 50k emails a month. At 500k, they started seeing reminder emails land in promotions tabs. At one million, they were getting complaint tickets from users who missed meetings because reminders went to spam. Their inbox placement rate had dropped to 84% — dangerous territory for a product where the email is load-bearing.
"When a user misses a meeting because our reminder landed in spam, we lose them. Email deliverability wasn't a nice-to-have — it was existential for us."
The Sendbound migration
schedly migrated to Sendbound over a single weekend. The Sendbound team worked with them to set up proper DKIM, DMARC, and BIMI configuration for the schedly.io domain, then ran a two-week IP warmup using Sendbound's automated warmup scheduler. During warmup, real traffic was gradually shifted from the old provider to Sendbound in 10% increments, with inbox placement monitored at every step.
Results
Six months after migration, schedly's inbox placement sits at 99.6%. Support tickets related to missed-meeting emails have dropped by 94%. The engineering team now ships zero email-infrastructure code — Sendbound handles warmup, DKIM rotation, blocklist monitoring, and bounce classification automatically. schedly engineers spend their time building product, not debugging SPF records.
