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This guide applies to:

  • Basic Edition
  • Plus Edition
  • Pro Edition
  • Business Edition

Introduction

By default, Simply Schedule Appointments creates and sends email notifications when an appointment is booked or canceled both to the admin and customer. Or, you can also add more notifications!

You can customize the email notifications by personalizing the subject and message, changing who receives the notification and tying it to an Appointment Type.


View Your Notifications

You can see the list of notifications by going to SSA Settings > Notifications. To add a new blank notification, click the Add A New Notification button at the top-right.

Or, from the list of notifications, you can click the cog button to edit, clone, or delete a notification.

Settings > Notifications

Adding or Editing a Notification

When adding or editing email notifications, you can change the following settings:

Name Field for Organizing Notifications

The Name field is to help admins manage their notifications. Customers never see this.

If you plan to create a lot of customized notifications, we recommend creating a naming system to help you edit them in the future. Keep these things in mind while naming:

  • Include a quick note about who is receiving the notification (Admin, Customer, Team Member or someone else?)
  • The appointment type connected to the notification (All or a only one?)

The SMS feature is available in the Professional and Business Editions.

Writing in the Name Field

Send To, CC, and BCC fields to Choose Who Receives Notification

Click the envelope icon at the right of each field to get a shortcut code for inserting the admin email, team member email, or customer email.

You can also add any emails addresses you’d like to these fields. For example, myOtherEmail@gmail.com.

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

To, cc and bcc fields for an email notification

Triggers to Send Notifications at Specific Times or Events

Each notification has a trigger for when it needs to be sent. You can set up different notifications for different events. The triggers are:

  • Booked: Sent when a customer finishes booking
  • Edited: Sent when an admin or customer edits the information from the Booking Form (name, email address, etc)
  • Canceled: Sent when the admin or customer cancels the appointment.

The Professional and Business Editions also let you set Time Triggers. These notifications send at a specific time before or after the time of appointment.

Rescheduling Triggers

We do not offer a Rescheduling trigger because of the way that the plugin works. When an appointment is rescheduled, what actually happens behind the scenes is that the original appointment is canceled and the new one is booked.

What you should expect is two notifications when an appointment is rescheduled:

  • Appointment Booked – for the new rescheduled time slot
  • And, Appointment Canceled – for the old time slot
Changing the Trigger from the dropdown

Tie Notifications to Appointment Types

By default, notifications are sent out for All Appointment Types.

To pick specific Appointment Types to send this notification to, uncheck the All checkbox. This will show you a list of your Appointment Types. Check the Appointment Types that you want to be tied to this notification.

Tying the Notification to a Specific Appointment Type

Subject and Message

The Text editors for the subject and message fields work based on “What you see is what you get”, anything written here is literally what you’ll see in the email. Both the subject and the message also use Twig Code Templates to fill in information from the appointment itself.

Click the Tt (text) icon at the top-right corner of the Message field to insert Twig Code Tokens automatically. Or, just type {{ to open the list of options right where you’re typing.

And make sure to keep an eye on the Live Preview box below the message box to make sure there are no errors.

Here’s a guide to help you write personalized messages for your Subject and Message — Writing Your Own Notification Subject and Message

Highlighting the Twig Templates/Tokens

Still stuck?

File a support ticket with our five-star support team to get more help.

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