Understanding Consent Reminder Emails

The consent reminder email is an email message that is automatically sent before a meeting begins to gather consent for participation, recording or AI assistance.

When Is the Consent Reminder Email Sent?

The consent reminder email is sent an administratively-set number of minutes before the meeting starts.

This interval is defined by your Spotlight.ai administrator (for example, 10 minutes before the meeting starts).

⚠️ Important: The consent reminder email is only sent for meetings where the Spotlight.ai bot is scheduled to join.

⚠️ Important: The consent reminder email is only sent for meetings that include external invitees.

If the Spotlight.ai bot isn’t set to attend (for example, due to your organization’s rules or meeting settings), the consent reminder email won’t be triggered.

Who Receives The Consent Reminder Email?

There are three configuration options which are decided by your admin and impact the entire company:

• External invitees only (default)
• All meeting invitees
• None

💡 Note: If you declined the meeting, you’ll still receive the consent reminder email. This allows you to join at the last minute without missing the consent step.

✉️ Consent Reminder Email Structure and Configuration

The consent reminder email sent before each meeting follows a standard structure, but several elements can be customized to align with your organization’s branding and communication style.

Email Structure Overview

Each consent email includes the following components:

1. From Name - The display name that appears as the sender of the email.

   💡 Example: “Reminder: Meeting [meeting name] is about to start in 10 minutes”

2. Customer Logo (optional) - Your organization’s logo, displayed in the email header for easy recognition.
3. Main Body Text - The primary message reminding the invitees the meeting is about to begin. This text can be personalized for your organization’s tone or compliance requirements.
4. “Go to Meeting” button (optional) - will open the meeting link in the browser or app.
5. Consent Footer Text (optional) - Additional information or disclaimers that appear at the bottom of the email, such as privacy notices or data-use statements.
6. Template Design Elements - Optional visual customizations including:
   • Links (e.g., privacy policy, help center)
   • Fonts and text styles
   • Colors and button styles
   • Layout adjustments

Configuration Details

The above settings are configured per customer by your Spotlight.ai administrator or onboarding team.

If you’d like to update your email’s look or content, contact your Spotlight.ai Customer Success Manager or submit a request through Spotlight.ai Support.

💡 Tip: Customizing your consent email helps maintain brand consistency and build trust with your meeting participants.

Why Didn’t I Receive The Consent Reminder Email?

If you didn’t get a consent reminder email before your meeting, one of the following may apply:

1. A Domain or Email Is Excluded

A domain or email address might be listed under “Ignore the following domains or emails” in your individual user profile.

This setting allows your organization to exclude certain users or full domains (for example, “@gmail.com” personal emails) from receiving Spotlight.ai emails.

💡 Tip: Ask your admin to review your profile’s exclusion list if you suspect this is the cause, or go to https://app.spotlight.ai/profile and edit that yourself.

2. Meeting Scheduled After The Predefined Email Sending Time

If the consent reminder email is configured to be sent 20 minutes before the meeting start time, and the meeting is scheduled after that point (for example, 15 minutes before it starts), the email will not be sent. However, the Spotlight.ai bot will still join the meeting as expected.

3. Distribution List (DL) Limitations

If the meeting invitation includes a distribution list (group), that group must be addressable from outside their organization.

Spotlight.ai cannot send consent reminder emails to members of internal-only DLs.