Customize the Reschedule email or SMS

The Notifications section is a powerful way to control communication with your booker and to keep your and your team informed about bookings.

The second trigger, If booking rescheduled, delivers all the emails and SMS sent when the booking is rescheduled by you, the team member or the booker. 

This guide will help you customize the reschedule email, and create additional emails in this section.

In this article:

If you reschedule the booking
If the booker reschedules a booking
Add an additional reschedule email
Add a reschedule SMS notification
Manage reschedule limits

If you reschedule the booking

When you or your team member reschedule the booking by using the reschedule links in your confirmation email, or by managing the booking on your dashboard, this triggers an email to your booker. 

💡 Did you know?

When you reschedule a booking through YouCanBook.me, you'll have a chance to edit the reschedule email before it sends to your booker. This allows for additional details to be included that may be specific to an individual. 

To add an additional reschedule email to yourself, your team member, or someone else, click the + sign. 

This reschedule email to booker, much like the Confirmation email to booker, is fully customizable. 

When will this action be triggered

Set how many minutes after the reschedule this email will go out to the booker. This will confirm to them the reschedule has gone through. Depending on your calendar event settings, the booker may also receive a calendar invitation email sent from your calendar provider. 

Sending name & email address 

By default, this reminder email to booker will send from the Account Owners email address. 

Click   Edit next to the email address to change both the name and email address sending the email. On a team booking page, you can choose to send it from the team member booked by selecting {TEAM-EMAIL} from the dropdown.

The sending email address must be valid and verified for use with YouCanBook.me. If your email domain is DMARC protected, emails will default to sending from notifications@youcanbook.me to ensure delivery. (What is DMARC?)

💡 Improving email delivery

We recommend integrating your Google based email account with YouCanBook.me. Emails to your booker will send directly from that account, improving deliverability to the inbox.

Receiving email address

By default, this reschedule email will go to the email address the booker has entered on the booking form.If you wish to send the reschedule confirmation to multiple people, select  Custom Email from the drop down list, and enter the email addresses that should receive this confirmation, separated by a comma. 

Email subject line

Give the email a subject line that will grab your bookers attention. You can add in shorthand codes to customize the title (i.e. "Your booking is rescheduled for {START}!" will display the date they've booked with you.) 

Email content

You can fully customize the body of the email that will send to your booker, with all the information they need. 

Use the styling toolbar to add bold or italic text, insert images or logos, hyperlink a website or personalize the email using shorthand codes from your booking form. 

{START-RESCHEDULED-FROM} will display the originally booked time, and {START} will display the rescheduled time. 

{FORMFIELDS} is a shorthand code 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. 

{CANCEL} and {RESCHEDULE} shorthand codes are include for the booker to manage the booking directly from their email. Using these links to cancel or reschedule the booking will send a notification to both you and your booker about the change. 

You can include the Add to Calendar buttons to allow the booker to manually add the event to their calendar. 

If the booker reschedules the booking

When the booker reschedules the booking using the cancel and reschedule links in their confirmation email, it will trigger two emails:

  • A reschedule email to you (or your team member)
  • A reschedule email to the booker 

You can customize the reschedule email to booker just like you've done to the email that sends when you reschedule the booking. 

To add an additional reschedule email to yourself, your team member, or someone else, click the + sign. 

For the reschedule email to yourself, or your team member, you'll want to include all the relevant details about this rescheduled booking in the body of the email.

When will this action be triggered

Set how many minutes after the booking is rescheduled that this confirmation email will send to you or your team member who has been booked.

If the booking is rescheduled with a different team member, only the new team member will receive the email confirmation - the originally booked team member will not be notified. 

Sending email address

Emails to the team about a booking by default send from notifications@youcanbook.me. You can click  Edit next to this email address to send from another verified email, but the sending email cannot be the same as the receiving email. 

Receiving email address

The default is for this confirmation to send to your account email, or the team members email as entered under Calendar & teams on the booking page. If you wish to send it to multiple people, select  Custom Email from the dropdown list, and enter the email addresses that should receive this confirmation, separated by a comma. 

Email subject line

The default subject line of this email is "Meeting rescheduled by {FNAME}" which will pull in the bookers first name. You can edit this to be more relevant to you or your team's needs, and add in any additional shorthand codes

Email content

You can fully customize the body of the email that will send to you or your team member who is receiving the booking. 

Use the styling toolbar to add bold or italic text, insert images or logos, or personalize the email using shorthand codes from your booking form. 

{START-RESCHEDULED-FROM} will display the originally booked time, and {START} or will display the rescheduled time. 

{START-TEAM} will display the start day and time of the rescheduled booking in the timezone of the team member receiving the booking.

{FORMFIELDS} will pull in all of the information your booker has entered on the booking form - you can remove this shorthand code and add in just the details you feel are relevant. 

{OWNER-CANCEL} and {OWNER-RESCHEDULE} shorthand codes are include for your team member to manage the booking directly from their email. Using these links to cancel or reschedule the booking will send a notification to your booker about the change. 

💡 Can I remove the YouCanBook.me logo on the confirmation email sent to the team member?

The YouCanBook.me logo and header cannot be removed from internal emails sent to the account owner and team members. On  paid accounts the YouCanBook.me logo is never included on emails to the booker.

Add an additional reschedule email

For either trigger - you reschedule or your booker reschedules - you can add an additional email to send to someone else. Click the + sign to add a new email, or hover over the existing notification to copy it and modify the receiving email address. 

Add a reschedule SMS notification

You may prefer to send a SMS message to yourself or your booker about the reschedule, or you may decide to send both and email and a SMS. 

💡 How do I know my SMS is setup properly?

SMS credits are not included in your subscription, so ensure you have purchased adequate credits. 1 credits can send 160 characters (letters, special characters, etc). 

To send SMS to you booker, add a "Phone Number" question to your booking form and ensure  Mobile phone is checked to properly enable the SMS to be sent. 

Under  Notifications > Actions > If booking rescheduled, click + to add a new SMS confirmation. Select the SMS template you want to work with, SMS to yourself, or to your booker.

For each SMS notification you set up, decide:

When will this SMS be triggered? 

Set how many minutes after the reschedule occurs you or your booker will receive this SMS

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. 

The SMS message can send to multiple recipients. Select Enter a custom phone number, and enter multiple shorthand codes from your booking page or multiple phone numbers, separated by a comma. 

SMS Message

Personalize the SMS message that will send after the appointment is rescheduled. 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.

Keep this message brief - 1 credit allows for 160 characters. Shorthand codes may expand to longer text, resulting in more than 1 credit being used in a single message. Use the counter on the top right corner of the message box to estimate how many credits your SMS will take.

Did this answer your question? Thanks for the feedback There was a problem submitting your feedback. Please try again later.

Still need help? Contact Us Contact Us