Setting up Confirmations & Reminders

In Notifications, you can customize everything about the way your bookers are contacted with confirmations, SMS, and reminders - as well as how bookings are displayed in your calendar. 

This article walks you through each section in Notifications, and how to customize:

After New Booking Made
Tentative Bookings
If Booking Rescheduled
If Booking Cancelled
Reminders Before the Booking
After the Appointment Ends
SMS reminders
Live preview
Webhooks
Calendar Events

After New Booking Made

This is the confirmation email that goes out to your booker and to you when you receive a new booking. You can also toggle on the Tentative Bookings feature from this section.

These are the default emails in this section:

  • Confirmation email to booker
  • Confirmation to you (account owner)
  • If you turn on the Teams feature, a third notification to the Team member will be created

Click on the notification to edit the contents.

Click + to create an additional email, SMS or webhook after the booking is made. 

Hover over a notification to copy it or delete it.

Within each notification, there are several areas you can modify and customize:

1. Email name: Title this action something so you can remember it. Your booker will not see this email name, this is for your own reference.

2. When will this action be triggered: Set how many minutes after booking this email will go out.

3. From: Edit the email address that will send the notification to your booker. It will default to your account email address but can be any email address of your choosing. Make sure this is a good email, if a user replies to the confirmation email it will go to this address. If you have Gmail Integrated, it will automatically send from your Gmail address. If your email domain is DMARC protected, the email will send from notifications@youcanbook.me. 

4. To: Select from the dropdown box who this email will go to - you, the booker, or a custom email. If you choose custom email, you can add additional emails by separating them with a comma and a space.

5. Email subject: Title this email so that your bookers will open it right away. The default subject line of the confirmation email to you is {BOOKING-TITLE} which pulls the title from the Calendar event. You can edit the calendar event title, or remove this shorthand code and enter your own subject line. 

6. Email content tips:

  • Uploading your company logo is a great way to personalize your email for your booker.  To add your logo to the email, just add {LOGO} and the one from your booking page will display. You can also insert a new image by clicking Insert image in the bottom right corner. 
  • Use Markdown to stylize your email, including making text bold, italic, or turn words into a hyperlink.
  • This message is completely customizable. Use shorthand codes to personalize the email depending on what options the booker selected for their booking - for example the name of the Team member they will be meeting with. 
  • By default, {FORMFIELDS} is included in the email - this will display all of the information your client provided on the booking form. If you want to only include certain information from the booking form, you'll want to delete this shorthand code, and only include the shorthand codes you want to be in the email. Working with FORMFIELDS.
  • Reschedule and cancellation links are also included by default, so your booker can easily amend their booking without having to call you. {RESCHEDULE} and {CANCEL} are for your booker, {OWNER-RESCHEDULE} and {OWNER-CANCEL} are for you the account holder, and will trigger different reschedule emails. 

7. Insert Shorthand code or Image

  • Use the list of Shorthand codes from your booking form to insert booker data into the confirmation email
  • Upload an image to include in your emails. Images will render in the actual size in delivered emails - we recommend an image no larger than 200 x 200.


Tentative Bookings

The Tentative feature gives you final control over whether a booking will happen.  The booking goes into your calendar with double question marks (??) until you decide to accept or reject it.  Here's how to set it up.

If you do turn on Tentative Bookings, keep these things in mind:

  • You'll want to customize the initial confirmation email to your booker so they know the booking is not yet confirmed. 
  • In the email to yourself be sure to keep this line of text: 

    {IF-TENTATIVE}**This booking has not yet been confirmed.** {ACCEPT} {REJECT} {ENDIF-TENTATIVE} 
    This line will add the ACCEPT/REJECT button into your email so you can accept or reject the booking from your inbox without logging into YouCanBook.me.

  • Confirmation emails to you will appear with two question marks in the subject line, prompting you to accept or reject the booking.


If Booking Rescheduled

There are two default notifications in this section, based on who triggers the action:

  • If you initiate the reschedule - your booker will receive an email
  • If your booker initiates the reschedule - you will receive an email

You can create an additional notification in either section by clicking the + sign under that section. For example you may want to create a confirmation of reschedule email to your booker once they reschedule the booking. 

A few more notes on how reschedule emails are triggered:

  • If you reschedule the booking within YouCanBook.me (via the Bookings page), they will receive the email under If booking rescheduled by you - you'll have a chance to edit the email before sending it
  • If you reschedule the booking by manually moving the event on your linked calendar, an email will not be triggered to your booker, but future notifications will reflect the new date/time. (Rescheduling a booking)
  • You can create additional notifications so they receive confirmation about the reschedule (Creating a new notification to your booker).


If booking cancelled

There are two default notifications in this section, based on who triggers the action:

  • If you initiate the cancellation - your booker will receive an email
  • If your booker initiates the cancellation - you will receive an email

You can create an additional notification in either section by clicking the + sign under that section. For example you may want to create a confirmation of cancellation email to your booker once they cancel the booking. 

A few more notes on how cancellation emails are triggered:

  • If you cancel the booking within YouCanBook.me (via the Bookings page), they will receive the email under If booking cancelled by you - you'll have a chance to edit the email before sending it.
  • If you cancel the booking by deleting the event from your linked calendar, an email will not be triggered to your booker
  • You can create additional notifications so they receive confirmation about the cancellation (Creating a new notification to your booker).
  • You can also set cancellation and reschedule limits in this section to keep bookers from cancelling too close to the start of the event.


Reminders before the booking

Paid accounts can email or SMS reminders to go out before the booking. Reminders are a great way to help reduce no-shows and keep your bookers engaged. 

By default a reminder email is setup 1 day before the start of booking. So if your booking is scheduled for Wednesday at 10am, the reminder will go out Tuesday at 10am. 

You can create additional reminders to go to the booker days, hours or minutes before the booking starts. You can also create additional reminders to yourself or the team member booked.

Note: Some linked calendars also have notification reminders that go out - YouCanBook.me does not control those. Here's a help page on how to remove Google Calendar reminder notifications.


After appointment ends

Use this notification to follow up immediately and say thank you, ask for a review, or remind them to book another appointment. There is no default notification for this section, so click + to begin creating one. 


Live Preview

As you edit and customize your emails that go to you or your booker, the right side of the window will give you a live preview of how the text will render. This preview will enter dummy text to represent what your clients will see when they receive your email. Any clickable links will not be live in the preview. 


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