The Notifications section is a powerful way to control communication with your booker and to keep your and your team informed about new bookings.
This feature is available on All Plans.
The use of SMS and email reminders significantly reduces the rate of no-shows by keeping your clients in the loop. They are not only beneficial for your clients but also provide essential reminders for you and your team members. This guide will walk you through the process of purchasing and setting up SMS notifications for your bookers, yourself, or your team members.
In this article:
- Confirmation email to account owner
- Confirmation email to a team member
- Confirmation to your booker
- Using Tentative Bookings
- Add additional confirmation email
- Add confirmation SMS message
The first trigger, After a new booking made, delivers all the emails and SMS sent immediately after booking. This guide will help you customize the confirmation email, and create additional emails on your booking page.
Confirmation email to account owner
In your booking page settings, navigate to Notifications.
In the first section After new booking made, click Confirmation email to you to edit this default email.
Within this email to yourself, you can edit:
When will this action be triggered
Set how many minutes after booking occurs that this confirmation email will send.
Sending email address
Emails to the account owner about a booking send from notifications@youcanbook.me by default. 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.
💡 A note about using notifications@youcanbook.me
When sending from notifications@youcanbook.me to an unverified address, notifications will include additional messaging, as shown in the preview.
Unverified addresses include booker's emails and custom emails.
You can continue using notifications@youcanbook.me to send from but to remove additional messaging, you'll have to choose a verified email to send from instead. Verified emails are listed in the dropdown menu.
Receiving email address
The default is for this confirmation to send to your account email address. If you wish to send it to multiple people, or an email not associated with your account email, 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 "New meeting scheduled with {FNAME}" which will pull in your bookers first name. You can edit this to be more relevant to your needs, and add in any additional shorthand codes.
Email content
You can fully customize the body of the email that will send to yourself.
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.
{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 you to manage the booking directly from the 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 I receive?
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.
Confirmation email to team member
On a team booking page, the Confirmation email to yourself will be replaced with Confirmation email to Team Member.
Much like the confirmation email to yourself, this email to the team member can be configured to your team's needs, with all of the relevant information about the booking included.
In this email to the team member you can edit:
When will this action be triggered
Set how many minutes after booking occurs that this confirmation email will send to the team member who has been booked.
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.
💡 A note about using notifications@youcanbook.me
When sending from notifications@youcanbook.me to an unverified address, notifications will include additional messaging, as shown in the preview.
Unverified addresses include booker's emails and custom emails.
You can continue using notifications@youcanbook.me to send from but to remove additional messaging, you'll have to choose a verified email to send from instead. Verified emails are listed in the dropdown menu.
Receiving email address
The default is for this confirmation to send to 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 "New meeting scheduled with {FNAME}" which will pull in the bookers first name. You can edit this to be more relevant to your teams needs, and add in any additional shorthand codes.
Email content
You can fully customize the body of the email that will send to 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-TEAM} will pull in the start time of the booking relative to the team members calendar timezone.
{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.
Customizing confirmation to your booker
The confirmation email to your booker is crucial to making sure they've got everything they need to be prepared for the meeting. Take some time to customize this email and make it relevant to their needs.
When will this action be triggered
Set how many minutes after booking this email will go out to the booker. This will confirm to them the booking 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 email to booker will send from your account email address. On a team booking page, this email to booker will send from the team member who has been booked.
Click Edit next to the email address to change both the name and email address sending the email. 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 confirmation email will go to the email address the booker has entered on the booking form. If you wish to send the 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 confirmed 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.
Be sure to include details on how you will meet in this email. If you're using one of our video conference integrations, include the appropriate shorthand code to include the video link: {ZOOM} {GOOGLEMEET} or {MSTEAMS}.
{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.
⚡️ Go deeper with more email customizations
Use Conditional statements to customize the body of the text based on the team member booked, type of appointment selected, or based on any question on the booking form.
Using Tentative Bookings
Tentative bookings give you final control over whether a booking will happen or not. New bookings on your calendar will be marked with double question marks (??) until the booking is approved or rejected.
Adjusting the confirmation email
If you activate Tentative bookings, you can delete or modify the initial Confirmation email to booker so they understand their booking is not confirmed yet.
When a booking is accepted or rejected, there are two default emails to booker. Customize the emails to customers with the information you want to provide to them based on your decision.
Add additional confirmation email
While each booking page comes with default notifications setup, you can create as many additional emails as you need. Confirmation emails can be sent to anyone who needs to be alerted about the booking - your sales team, your assistant - or emails even to a Slack channel.
To add an additional confirmation email clicking the + sign and selection Email. To send to an external stakeholder, select Confirmation email to booker, and modify the notification to send to the appropriate email address.
Add confirmation SMS to booking page
You may prefer to send an SMS confirmation to your booker instead of an email confirmation, or you can decide to send both.
💡 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>After new booking made, 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 booking 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.
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.
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.
For further questions, contact our team at support@youcanbook.me.
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