Email Notifications & In-App Notifications for Calendars

Email and in-app notifications are now fully customizable as they relate to calendar appointments.

In This Article:

• Email Notifications
  • Configure Email Notifications
• In-App Notifications
  • Configure In-App Notifications
• Important Notes

Available Notification Options

You now have the option to set up six different types of appointment notifications. These notifications can be either email notifications and/or in-app notifications.

1. Appointment Booked (Unconfirmed Status): Sent immediately when an appointment is booked with the unconfirmed status.

   
   

2. Appointment Booked (Confirmed Status): Sent immediately when an appointment is booked with the confirmed status confirmed or when an appointment's status is updated to confirmed.

   
   

3. Cancellation Email: Sent when an appointment is canceled, marked as no-show, or deemed invalid.

   
   

4. Reschedule Email: Sent when the appointment date or time is changed.

   
   

5. Reminder Email: Sent before the appointment based on the timing you configure.

   
   
6. Follow-Up Email: Sent after the appointment based on the timing you configure.

Email Notifications

Users can fully fully customize notification content, choose specific recipients (Contact, Guest, Assigned User, Additional Emails), and utilize five new notification types beyond the original confirmation email: Appointment Booked, Cancellation, Reschedule, Reminder, and Follow-Up.

Configure Email Notifications

• Go to Calendar -> Calendar Settings -> Find the Calendar and select the three dots next to the calendar. Select Edit. Click on the Notifications and Additional Options tab.

  

• All six notification types will be shown as well as either a green or gray label for each type of notification. Gray means that the notification is not enabled and green means it is enabled.
• Choose the notification type you want to edit and click the pencil icon to edit it.
• Toggle on Email Notification to enable, and customize content for different recipients. You can also disable notifications for certain receiver types if you do not want them to receive a specific notification by unchecking the box next to their user type.

  

• You can either choose an existing email template or create a custom subject line and email body, set when Reminder and Follow-Up emails are sent, and send a test email if needed. Choose an existing email template or directly customize the subject line and email body. To remove the selected template, click on the first option (None) in the email dropdown list.

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  • For Reminders and Follow-Up Emails, configure when the email should be triggered:

    • For Reminders, set how far in advance the email should be sent before the appointment.

      
      

    • For Follow-Up Emails, set how long after the appointment the email should be sent. You can also add multiple trigger timings if needed.

      

• Click Save to apply your settings.
• Continue configuring the other notifications as needed.

In-App Notifications

Similar to email notifications, in-app notifications also include the same six types. Businesses can configure who receives these in-app notifications when relevant changes are made to appointments. Notifications are sent via the web app and mobile app, with the flexibility to choose between sending to the assigned user or any specific users.

Configure In-App Notifications

• Go to Calendar -> Calendar Settings -> Find the Calendar and select the three dots next to the calendar. Select Edit. Click on the Notifications and Additional Options tab.

  

• All six notification types will be shown as well as either a green or gray label for each type of notification. Gray means that the notification is not enabled and green means it is enabled.
• Choose the notification type you want to edit and click the pencil icon to edit it.
• Go to the In-App tab and toggle on In-App Notification.
• Select the user(s)who should receive the notifications.

  • For Event Calendars, the default recipient for in-app is the account admin. For other calendar types, the default recipient is the assigned user.

    

• Click Save.

Configure Time Triggers for Reminders and Follow-Up Notifications

• For Reminders and Follow-Up notifications, you can set when the notification should be triggered.
  • Reminders: Specify how far in advance the notification should be sent before the appointment.
  • Follow-Up: Specify how long after the appointment the notification should be sent.

Important Notes

In-App Notifications:

1. The in-app notification configuration is customizable - for example, you can turn on the confirmation notification for the calendar but keep all other types turned off.

   
   

2. For Event Calendars, the default setting is that account admins will receive the notifications.

   
   
3. For other calendar types, the assigned user will be selected by default to receive notifications.

Email Notifications:

1. Additional Emails refers to any extra recipients you want to notify. Simply add their email addresses, and they’ll receive the notifications as well.

   
   

2. You can create your email templates through the Email Builder in Marketing module > Emails > Templates.

   
   

3. Ensure you have added a subject line in your email template for successful delivery. You can set the subject line from within the email builder, by clicking on the gear icon and settings at the top.

   

4. If you have enabled the Add Guest function and have included a custom form, you can send that custom form to the guest as well. Enabling this option will send a system-generated email to guests with a link to the custom form once their appointment is confirmed. To prevent duplicate emails, ensure a separate confirmation email is not already set up for guests (verify this in the Notifications tab under Confirmation Notification).