Setting up Confirmations & Reminders

The Notifications workflow settings in your booking page is a powerful way to communicate with your clients from the moment they book an appointment with you until after the appointment ends. Through email or SMS, you can provide custom messaging to each booker with all the information they need to have a successful meeting with you. 

All of the notifications that trigger after a booking are housed under Notifications > Actions. You can edit the standard notifications, or create your own. Paid accounts can have an unlimited number of notifications set up on a booking page. 

This article walks you through all of the notifications that can trigger on your booking page, and how to customize them. 

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

Notifications created in this section will send to you, your team members and your booker as soon as the booker has confirmed the 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 (your account email)
  • On a team booking page, a third notification to the Team member will be created
Click on the notification to edit the contents. Hover over a notification to copy it or delete it. Click + to create an additional email, SMS or webhook after the booking is made. 

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 you've verified that you own. 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:

  • 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. 

Markdown toolbar

  • Use the Markdown toolbar in the email content section to make text bold, italic, add a hyperlink.
  • Use the { } icon to pull in any shorthand codes from your booking form
  • Use the image icon to add a logo or image to your confirmation emails 

Tentative Bookings

The Tentative Bookings 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.  

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.

  • Bookings that are not accepted will not trigger any reminder emails to the booker or yourself.

If Booking Rescheduled

Notifications created in this section will either trigger to you or your booker, depending on who triggers the reschedule.

These are the default notifications in this section you can edit:

  • If you initiate the reschedule - your booker will receive an email
  • If your booker initiates the reschedule - you will receive an email
  • On a team booking page, the team member will receive an email when the booker reschedules the booking
You can create an additional notification under either trigger by clicking the + sign under that section. For example you may want to create a "confirmation of reschedule email" to your booker when they reschedule the booking. 

A few things to keep in mind on how reschedule emails are triggered:

  • If you reschedule the booking within YouCanBook.me (via the Bookings page), your booker will receive an email and you'll have a chance to edit the email before sending it
  • If you reschedule the booking using the Reschedule links in the confirmation email you receive, your booker will receive an email but you won't be able to edit the contents of that email
  • 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.
  • You can create additional notifications to the booker so they can receive confirmation of their reschedule
  • With Tentative bookings on, bookings rescheduled by the booker must also be accepted or rejected

If booking cancelled

Notifications created in this section will either trigger to you or your booker, depending on who triggers the cancellation.

These are the default notifications in this section you can edit:

  • If you initiate the cancellation - your booker will receive an email
  • If your booker initiates the cancellation - you will receive an email
  • On a team booking page, the team member will receive an email when the booker cancels the booking
You can create an additional notification under either trigger by clicking the + sign under that section. For example you may want to create a "confirmation of cancellation" email to your booker when  they cancel the booking. 

A few things to keep in mind on how cancellation emails are triggered:

  • If you cancel the booking within YouCanBook.me (via the Bookings page), your booker will receive an cancellation email and you'll have a chance to edit the content of the email before sending it.
  • If you delete the booking from your linked calendar, the booking will appear as cancelled in YouCanBook.me but an email will not be triggered to your booker
  • You can create additional notifications to your booker so they receive confirmation about the cancellation
  • 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

Reminders are a great way to help reduce no-shows and keep your bookers engaged.  Notifications created in this section will send to you and your booker before the start of the meeting.

These are the default notifications in this section you can edit:

  • A reminder email to your booker 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 an additional notification by clicking the  + sign under this section. Reminders can be sent days, hours or minutes before the booking starts. You can also create additional reminders to yourself or the team member booked.

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

Notifications created in this section will send after the scheduled end time of the appointment. 

There are no default notifications setup in this section. 

You can create an follow up notification in this section by clicking the + sign. Follow up notifications can be sent minutes, hours or days after the appointment ends. You can also create follow up emails to yourself or the team member booked.

If a booking is a no-show, you'll need to cancel the booking to prevent this follow up email from sending. 

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. 

Want to see how the email will actually appear to your clients? Make a test booking by visiting your live booking page.