Reminders and Notifications: Pro and Business


If you are using the Basic (free) or Plus Edition of Simply Schedule Appointments, please see our article on email notifications.


By default, Simply Schedule Appointments sends the following emails:

  • When an appointment is booked:
    • A confirmation email to the customer who booked the appointment
    • A notification email to the appointment admin
  • When an appointment is canceled:
    • A confirmation email to the customer
    • A notification email to the appointment admin

These emails can be customized to suit your needs. The subject line and message can be customized, as well as the TO, CC and BCC for the emails. So, for example, if you wanted to BCC yourself on the confirmation email sent to customers so that you’d have your own copy, that’s possible.

You can also customize notification by appointment type – so if you wanted to include different information in the confirmation emails for different appointment types, that’s also possible. And in the Pro and Business Editions, you can also set up additional reminder emails to go out to yourself or your customers.

Let’s take a look at how to customize the notifications.

View your notifications

You can see the list of notifications by going to Settings > Notifications.

Screen shot of the notifications settings showing the list of notifications

List of notifications

In the list of notifications, you can click the gear icon button to open the menu of options for that notification. The options are: clone, edit, or delete. To add a new blank notification, click the Add new notification link at the top right.

Adding or editing a notification

When adding or editing a notification, you’ll have the following options:

Name

This is used for you, to help you keep track of the different notification. You may name your notification whatever you’d like. We recommend including a quick note about who is receiving the notification, and what appointment type or types the notification is connected to. That will help you find the right one for editing in the future.

Send to, CC, and BCC

Screen shot of the to, cc, and bcc fields for a notification

To, cc and bcc fields for an email notification

By default, the cc and bcc fields are empty and hidden. To show them, just click the CC/BCC link under the Send to field.

Click the envelope icon at the right of each field to get shortcuts for inserting the appointment admin’s email or the customer email as needed.

Screen shot of the shortcut menu for inserting admin or customer emails

The shortcuts for inserting admin or customer emails

For each notification, you can select to send to the appointment admin, or the customer who booked, or both. You also have the option of adding any email address to the notifications. You can even elect to cc or bcc anyone on the notifications. If you like, you can bcc yourself on any notifications sent out to customers.

Trigger settings

For each notification, you can select a trigger and timing for when that notification will be sent:

Screen shot of the trigger for a notification

Trigger settingsThat way you can set up different messages for different situations. The triggers are:

Booked
A customer books an appointment. By default, a confirmation email is sent to the customer and a notification email is sent to the appointment admin.
Edited
A customer edits the information entered in the booking form, e.g., their email address, name, etc.
Canceled
A customer cancels an appointment. By default, a confirmation email is sent to the customer and a notification email is sent to the appointment admin
Time of Appointment
The time that the appointment takes place

You can set how long after the trigger happens. If the selected trigger is Time of Appointment, you can also select Before. This is handy for sending out a reminder email 1 day before an appointment to remind the customer.

Appointment types

Finally, you might want to send a different sort of message for different types of appointment types. For example, your customer might need different information about their appointment if it’s a phone call than they would if it was an in-person meeting. When you set up a notification, it can be universal – sent out for every appointment type. Or it can be set to send out with just certain appointment types.

Screen shot of the appointment types options showing all appointment types

Appointment type options

By default, notifications are sent out for all appointment types. But just uncheck the checkbox in front of the All checkbox to show the list of appointment types. You can then select which appointment types the current notification will be sent for.

Subject and message

Screen shot of the subject line and message fields for a notification

The subject and message lines for a notification.

Both the subject and the message use Twig templating. More information about Twig is available in the Twig documentation.

Click the text icon at the top right to insert tokens automatically, or just type {{ to open the list of options right where you’re typing. The available fields are documented below the field for editing appointment types:

Screen shot of the available tokens for the subject and message

The available tokens for the subject and message

Editing appointment types

When you’re editing an appointment type, in the notifications section, you’ll see a listing of the notification emails that are sent for that particular appointment type. For convenience, you can click the Edit link to jump directly to editing any of the notifications.

Screen shot of the notifications section of an appointment type

The notifications section of an appointment type