Meeting Reminders
Meeting Reminders rings your own phone a few minutes before each timed meeting on your linked calendars, speaks a short reminder, and leaves it as a voicemail if you don't pick up — so a back-to-back day never slips past you.
What it's for
Calendar pop-ups are easy to miss when you're heads-down or away from your screen. Meeting Reminders turns each upcoming meeting into an actual phone call: a scan of your Google Calendar and Outlook connectors runs continuously, and a few minutes before a meeting starts your phone rings with a spoken reminder. Miss the call and it's left as a voicemail. Everything it will do is visible in a per-call log you can open, edit, and cancel from — and, because it's built entirely out of Autessa's standard tools, table, agent, and scheduled-job primitives, you can inspect or rewire any part of it.
Navigating here
From the dashboard, select Meeting Reminders in the sidebar to open your reminder setup. Each setup is personal to the person who created it.
Key concepts
- Setup — one reminder configuration, tied to the phone number it calls (your own phone) and the calendars it watches. Creating a setup provisions an Autessa phone number and everything listed under Under the hood below.
- Lead time — how many minutes before a meeting starts the call is placed (default 3, adjustable 1–60). A meeting already inside the lead window when it's discovered is called right away.
- Linked calendars — connect your Google Calendar and/or Outlook connectors, and (for Google) pick which calendars count. Only timed meetings are considered; all-day events are ignored.
- Quiet hours — an optional daily window (with its own timezone) during which no calls are placed. A meeting whose reminder would fire inside quiet hours is logged as skipped instead of called.
- The calls log — a table with one row per meeting the scanner acted on, showing the meeting, when the reminder will fire, and a status (Scheduled, Called, Skipped (quiet hours), Failed, or Cancelled). This is the source of truth for "what will ring my phone and when."
- The reminder voice — the call is spoken by a friendly voice assistant. It reads a short prewritten reminder and only starts a back-and-forth if you actually talk back to it.
How to set it up
- Open Meeting Reminders in the sidebar and create a setup.
- Enter the phone number to call — this is your own phone, in international format.
- Set the lead time (how many minutes ahead the call should come).
- Link your calendars and, for Google, choose which calendars to watch.
- Optionally enable quiet hours and pick the window and timezone.
- Save. The scanner starts immediately; use Refresh any time to scan right now instead of waiting for the next cycle.
Pausing, cancelling, and deleting
- Pause / resume the whole setup — use the Pause button (or the enabled toggle). Pausing stops the recurring scan, so no new calls are booked; resuming turns it back on. This is the switch to reach for when you want to mute reminders for a while.
- Cancel a single upcoming call — open the calls log and set that meeting's row status to Cancelled. When its scheduled time arrives the call is skipped.
- Quiet hours — the least destructive way to suppress a recurring stretch (e.g. evenings) without pausing everything.
- Delete / reset — deleting the setup tears everything down (see the note below); reset re-creates it with the same settings on a fresh number.
Under the hood — tools, agents, tables & jobs
Meeting Reminders is assembled from the same building blocks you use everywhere else in Autessa, so you can inspect, disable, edit, or extend any part of it. Creating one setup provisions the following.
These resources are auto-provisioned per setup and are meant to be inspected and tweaked, not hand-deleted one by one. Deleting the setup deletes them all (the phone number, tools, agent, table, and scheduled job) in one cascade. To simply stop reminders, pause the setup rather than deleting pieces.
Tools
Find these in your Tools list. Some are shared across all your setups; others are created per setup (their names end in a short setup id).
| Tool | Type | What it does |
|---|---|---|
phone_reminder_scan_orchestrator | AutessaScript | The scanner. Lists the next 24 hours of meetings, applies quiet-hours and all-day filters, and books a reminder call for each. |
phone_reminder_fire_orchestrator | AutessaScript | Runs when a booked reminder fires: re-checks the meeting's row status, then places the call (skips it if the row was cancelled). |
phone_reminder_query_rows / _insert_row / _update_row | AutessaDB | Read, add, and update rows in the calls log table. |
meeting_reminder_call_<setup> | Make Phone Call | Places the actual call from your Autessa number and speaks the reminder (leaving voicemail if unanswered). |
meeting_reminder_schedule_call_<setup> | Schedule Event | Books the one-shot reminder at (meeting start − lead time). |
meeting_reminder_list_google_<setup> / _outlook_<setup> | Calendar — List Events | Lists upcoming events from each linked calendar connector. One per connector. |
To customize behavior, edit the orchestrator scripts (e.g. change the 24-hour horizon or filtering) or the call tool (e.g. tweak the spoken message). To stop a specific action, you can disable a tool — but pausing the setup is the cleaner switch.
Agent
| Agent | What it does |
|---|---|
meeting_reminder_agent_<setup> | The voice that makes the call — a simple reminder assistant. It reads the prewritten reminder and only engages in conversation if you talk back. Open it in Agents to change its instructions or its voice. |
Table
The calls log is an AutessaDB table named meeting_call_reminders_<setup id>, with one row per meeting the scanner acted on. Key columns: the meeting title / URL / organizer, the start time, the reminder fire time, and a status (SCHEDULED, CALLED, SKIPPED_QUIET_HOURS, FAILED, CANCELLED). Editing a row's status to CANCELLED is how you skip an individual call. (Two small config tables behind the scenes hold the setup's settings and its linked calendars.)
Scheduled job
| Job | Schedule | What it does |
|---|---|---|
| Calendar scan | Every 30 minutes | Runs the scan orchestrator to discover meetings and book reminder calls. Its enabled state mirrors the setup — pausing the setup disables this job. |
| Per-meeting reminder | One-shot, at (start − lead) | Booked by the scan for each meeting; runs the fire orchestrator to place that call. |
Find the recurring scan in Scheduled Jobs. The per-meeting one-shots appear there too as they're booked.
Disabling the feature
There's no global on/off flag — reminders are controlled per setup. Pause the setup to stop all future calls (this disables the scan job), set individual rows to CANCELLED to skip single calls, use quiet hours for recurring windows, or delete the setup to remove everything.