Send a follow up email or SMS

YouCanBook.me can help automate the communication after the booking with our follow up email flow. Send out thank you notes, ask your client to book another session, or send out a post-meeting survey. 

In this guide you'll learn how to create follow-up emails to automate communication with your bookers, or send reminders to yourself after a booking has occurred. 

Set up a follow up email

In your booking page settings, navigate to Notifications > Actions.

Under the trigger After appointment ends, click the + to add a new notification, and in the select action type modal, select Email. 

In this follow up email, you can edit:

When the email will be triggered 

The default is 1 hour after the end of the appointment, i.e. if your meeting ends at 10:00, the email will automatically send at 11:00. 

Sender's' name & Email address

You can edit the sending name and email address that sends this email to your client. If you are configuring follow-ups on a team booking page, use {TEAM-NAME} and {TEAM-EMAIL} to send the email from the team member who handled the meeting. 

When integrating Gmail with YouCanBook.me, you can only edit the sender's name - the email will send from your integrated Gmail account. 

Recipient email

By default this email will send to the email address provided by your client on the booking form. You can select a different email from the dropdown, or select Custom Emails to send this email to multiple email addresses. 

Email Subject

Personalize the subject line of the email to grab your clients attention.

Email Content 

Personalize the continent of the email. Use the styling toolbar to include images, hyperlink text, or shorthand codes from the booking form. 

Set up a follow up SMS

Ensure you have purchased SMS credits on your account, and have added a phone number question to your booking form before setting up a follow up SMS notification.

In your booking page settings, navigate to  Notifications > Actions.

Under the trigger  After appointment ends, click the + to add a new notification, and in the select action type modal, select SMS.

In this SMS notification, you can edit:

When the SMS will be triggered 

The default is 1 hour after the end of the appointment, i.e. if your meeting ends at 10:00, the SMS will automatically send at 11:00. 

Recipient

In the Send to field, select the Phone number question from your booking form. If you are sending the SMS to yourself, select Enter a custom phone number from the dropdown and enter your mobile phone number in the field below.

If sending the SMS to a custom phone number, the phone number should be entered in the format  +XXXXXXXXXXX, with the number starting with a plus sign and your country code. Incorrectly formatted phone numbers will result in the SMS not sending. 

SMS Message

Personalize the SMS message that will send after the appointment ends. Use the curly brackets in the styling toolbar to add shorthand codes from your booking page.

Do not format links in your SMS message - your link will become automatically hyperlinked when delivered to your client's SMS application.

Stopping a follow up notification with a no-show

A follow up email or SMS will send on all bookings you receive on your booking page, unless that booking is cancelled. 

To stop a follow-up notification from sending if a booking is marked as a no-show, you will need to cancel the booking either within YouCanBook.me or by deleting the event from your linked calendar.

In the future, we will offer a way to stop a follow up from sending if the booking is marked as a no-show - please watch our Product Updates page for announcements. 

We recommend the following workaround:

1. Setup a follow up email to yourself or your team member that sends immediately after the appointment ends. 
2. In this email, include the shorthand code {OWNER-CANCEL} that will add the appropriate cancellation link for you to cancel the appointment if the booker was a no-show.
3. Once you cancel the appointment, any scheduled follow ups won't send to the client.