Appointment confirmations and reminders

Appointment notifications keep customers and your team informed when something happens on a calendar. You can send email notifications, in-app notifications or both for six events:

• Booked (unconfirmed): sent when a booking is made with unconfirmed status.
• Booked (confirmed): sent when a booking is confirmed or its status changes to confirmed.
• Cancellation: sent when an appointment is canceled, marked as no-show or marked invalid.
• Reschedule: sent when the date or time changes.
• Reminder: sent before the appointment at the timing you set.
• Follow-up: sent after the appointment at the timing you set.

For a local service business, this means a homeowner gets a confirmation as soon as they book, a reminder before the technician arrives and a follow-up afterward, without anyone on your team sending them by hand.

To set it up, go to Calendar > Calendar Settings, select the calendar and open the Notifications tab. Click a notification type, then on the Email tab turn on the toggle and pick a saved template or write the subject and body. You can tailor content for each receiver type (contact, guest, user or additional email addresses), turn a notification off for any receiver, send a test email, and add more than one timing for reminders and follow-ups. On the In-App tab, choose which users are notified and set timing for reminders and follow-ups.

Email templates are built in the email builder and need a subject line for delivery. Each user can also choose the timezone used to display appointment times, which changes only their own view, not scheduling or availability.

If many of your customers read Spanish or another language, write the contact's booking emails in that language.