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Calendar settings

How to set up appointment confirmations and reminders

In Settings › Calendars, edit the calendar and open the Notifications tab. Pick the type (confirmation, reminder, reschedule, cancellation, follow-up), turn on the channel (email, SMS, WhatsApp or in-app), choose who receives it and, for reminders, how far in advance they go out.

Updated on

Before you start

  • You need permission to edit the calendar.
  • For SMS, the Elooo System phone system must be active with a number.
  • For WhatsApp, your WhatsApp must be connected in Settings › WhatsApp and you need an approved message template.
  • For email, if you want your own template, create it first in Marketing › Emails › Templates (with a subject line).
Where to find it

Settings › Calendars › Edit › Notifications

Step by step

  1. In the left menu, open Settings and click Calendars.
  2. Find the calendar, click Edit and open the Notifications tab.
  3. Pick the notification type you want to set up:
    • Appointment booked (unconfirmed): sent as soon as a booking comes in as unconfirmed.
    • Appointment booked (confirmed): sent when a booking comes in confirmed or is changed to confirmed.
    • Cancellation: when the appointment is canceled, marked as no-show or invalid.
    • Reschedule: when the date or time changes.
    • Reminder: before the appointment.
    • Follow-up: after the appointment.
  4. Open the channel tab (Email, SMS, WhatsApp or In-App) and turn the toggle on.
  5. Choose the recipients: contact, guests, assigned user or additional emails/numbers. You can turn the notification off for some recipients only.
  6. Write or pick the content:
    • Email: pick a template or write the subject and body.
    • SMS: pick or edit an SMS template.
    • WhatsApp: pick an approved template.
  7. For reminders, set how far in advance they're sent (for example, 24 hours before). For follow-ups, how long after. You can add several send times.
  8. Use the test button to preview the message.
  9. Click Save. Repeat for each notification type and channel you want to use.

Tips

  • To personalize messages, click the { } icon in the editor and insert fields like the contact's name, the date or the appointment location.
  • If you use Zoom or Google Meet, include the appointment location field in the message: that's where the video link appears.
  • Default templates use the account's language. On older calendars, click Reset to default on the template to load the translated version.
  • To be alerted when an appointment has no meeting link or location, turn that option on in your user's notifications in Settings › My Staff.

Common problems

  • The client didn't get the reminder → Check that the channel toggle is on, the contact is selected as a recipient and the appointment was booked after you set up the reminder. Also check the contact's email or mobile number.
  • The confirmation email isn't delivered → The email template must have a subject. Open the template and add one.
  • Reschedule or cancel links come out blank → Those fields only work in messages tied to an appointment. If the message comes from a workflow, use an appointment trigger (for example, customer booked appointment or appointment status) and test with a real appointment.
  • I can't pick a WhatsApp template → Only approved templates appear. Create the template and wait for approval before selecting it.
  • Guests get the confirmation twice → If you turned on sending the custom form to guests, turn off the separate guest confirmation.

Frequently asked questions

Can I send more than one reminder?

Yes. In the reminder you can add several send times (for example, 24 hours and 2 hours before).

Can my team be notified too?

Yes. Select the assigned user as a recipient, or turn on the In-App notification and choose the users.

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