Customize the confirmation email and SMS

The Notifications section is a powerful way to control communication with your booker and to keep yourself informed. The first section, After a new booking made, delivers all the emails sent immediately after booking. 

This article will cover how to customize these default emails, and create new ones.

In this article:

Customizing confirmation email to yourself
Customizing confirmation to your booker
Using Tentative Bookings
Creating a new email after booking made
Creating a new SMS after booking made

Customizing confirmation email to yourself 

In the section After new booking made, click Confirmation email to you to edit this default email.

Within this email, there are several areas you can customize:

1. Email name: This is just the title of the action for your own reference within YouCanBook.me - your booker will not see this title

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

3. From email: Emails to you about a booking by default send from notifications@youcanbook.me. You can edit this email address, but the sending email cannot be the same as the receiving email. If you have your Gmail account integrated they will send from your Gmail address. 

4. To email: By default this email will send to your account email. You can select Custom Email from the dropdown and use the box below to send the email to a different email, or to multiple people (separate emails by a comma).

5. Email subject: 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: This email is fully customizable and will pull in all of the data the booker has entered on the booking form. 

  • If you are using Tentative bookings, be sure to keep the text below in your email to add an Accept Reject button it your emails
    {IF-TENTATIVE}**This booking has not yet been confirmed.**{ACCEPT} {REJECT}{ENDIF-TENTATIVE}
  • 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 you can cancel or reschedule the booking directly from this email. {OWNER-CANCEL} and {OWNER-RESCHEDULE} shorthand codes are just for you, the account owner. Do not include those in any communication to the booker.

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.

The YouCanBook.me logo will be included on emails sent to you - on paid accounts they are never included on emails to the booker.

Customizing confirmation to your booker 

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 to the booker

3. From email: By default, this email to booker will send from your account email address. You can click edit to change both the name and email address sending the email. Make sure this is a good email, as replies to the confirmation will go to that 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 email: By default, this email will go to the email address the booker has entered on the booking form. You can select Custom Email from the dropdown and use the box below to send the email to a different email, or to multiple people (separate emails by a comma).

5. Email subject: Title this email so that your bookers will open it right away. You can pull in shorthand codes into the title to customize the title (i.e. "Your booking is confirmed for {START}!" will display the date they've booked with you.) 

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 text 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, appointment type they've booked with you.
  • 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 customer, and will trigger any emails under the section If booking rescheduled > By booker.

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 - we recommend uploading an image no larger than 200 x 200.

Using Tentative Bookings 

Tentative bookings give you final control over whether a booking will happen or not. Emails and calendar events will be marked with double question marks (?? Booked: John john@company.com) until you accept or reject the booking

  • If you activate Tentative bookings, make sure to edit the initial confirmation email to booker so they understand their booking is not confirmed yet. You can give them a window on when to expect a final confirmation from you.
  • There are two default emails to booker - one if you accept the booking, one of you reject it. Customize the emails to customers with the information you want to provide to them based on your decision.
  • You can accept or reject emails from the button in the confirmation you'll receive, or via the Bookings dashboard

Creating a new email after booking made 

You can create an additional email in the section After the booking is made by clicking the + sign and selection Email. The email will fill in with default information which you can edit, and decide which email address will receive this newly created notification.

Creating a new SMS after booking made 

You can set an SMS to send after a new booking has been received to yourself and/or to your booker. 

You must purchase SMS creditsadd a Phone number question type on the Booking form and check the "mobile number" box to properly enable the SMS notification. 

Create an SMS notification in the Notification section After new booking made by clicking + and selecting SMS. 

Select the SMS template you want to work with, SMS to yourself, or to your booker.

1. When will this SMS be triggered? Set how many minutes after booking your booker will receive this SMS

2. SMS credits: Each credit is 160 characters. Ensure you have enough SMS credits, or purchase more.

3. Send to: Select the phone number from your booking form to send to the bookers mobile phone, your account phon number or enter a custom phone number in the format +XXXXXXXXXXX

4. Message: Keep it brief as each SMS credit is 160 characters. Shorthand codes such as cancel links will expand to full links in the SMS taking up more characters.