Appointment Booking Calendar - Appointments - Email Notifications To User and Admin

Appointments Notifications

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The Appointment Booking Calendar plugin sends notifications to both the customer who made the booking request and to the calendar moderator. There are several notifications which can be sent.

You can find all Email Templates for notifications by navigating to Admin Dashboard → CM Appointments Booking Pro → Options → Email Templates tab.

New Booking Notification

When a customer requests to book an appointment, a new notification is sent to the calendar moderator and to the customer using his email address which was entered into the booking form request.

The template for this notification is editable and within this template you can use all the available placeholders described (see more information about placeholders below).

Booking Accepted

Once booking is accepted customer will receive an email with the booking accepted notification defined. 

The template for this notification is editable and within this template you can use all of the available placeholders described (see more information about placeholders below).

You can also alter the automatic notification template once accepting the appointment. 

To change it you can click on the "Customize email notification" option once approving the appointment and changing the default message. The changes in the notification content will apply only for the specific notification sent.

Booking Rejected

Once the booking is rejected, the customer will receive an email with the Booking Rejected notification. 

The template for this notification is editable and within this template you can use all the available placeholders described (see more information about placeholders below).

You can also alter the automatic notification template once rejecting the appointment.

To change it you can click on the "Customize email notification" option once rejecting the appointment and changing the default message. This changes in the notification content will apply only for the specific notification sent.

Booking Date Change

The customer will receive this message when the date and/or the duration of the appointment changes.

Booking Reminder

In the Email Templates page you can edit both custom messages.

For the admin: 

For the users:

Credit Time Event Rejection

The admin will receive this message when the user wants to reject the appointment that was booked using Time Credit. Note: this email template was introduced in version 2.2.0.

Learn more about Time Credit feature in this guide: Appointment Booking Calendar - Use Case - How to Set Up User Time Credit

Discussions

Once the calendar moderator wants to further discuss the appointment request, he can use the discuss option in the booking grid. Once used an email will be sent to the customer with the defined template for discussing the booking. 

The template for this notification is editable and within this template you can use all the available placeholders described (see more information about placeholders below).

The discuss email is triggered once calendar moderator clicks on the discuss button as shown in this screenshot.

It is advised of course to edit the default message per each appointment while clicking on the "Customize email notification" and edit the message to the customer requesting more information.

Once sent, the customer will receive an email which contains a link to the discussion page for this appointment.

Once clicking on this link he sees the discussion form which let him respond and view all previous discussions related to this booking request.

Appointment Canceled By User

Used when the user chooses to cancel an appointment.

Learn more: Appointment Booking Calendar - Appointments - Canceling an Appointment as User 

Placeholders

In all the email notification templates you can embed placeholders which are translated once the notification is sent to a real value / link / title which relates to the specific booking. 

Available placeholders:

• {calendar-name}  - Calendar name.
• {calendar-description}  - Calendar description as defined in the calendar section.
• {booking-date}  - e.g., December 26, 2016.
• {booking-time}  - e.g., 5:47 am.
• {booking-date-time}  - e.g., December 26, 2016 5:47 am.
• {booking-user-local-date}  - e.g., December 26, 2016 (takes into account user timezone offset).
• {booking-user-local-time}  - e.g., 5:47 am (takes into account user timezone offset).
• {booking-user-local-date-time}  - e.g., December 26, 2016 5:47 am (takes into account user timezone offset).
• {user-timezone-name}  - e.g., Europe/London.
• {user-timezone-utc-offset}  - e.g., UTC±00:00.
• {booking-duration}  - e.g., 60 min.
• {booking-form}  - form data submitted during booking.
• {booking-discussion-link}  - link to page with discussion form.
• {add-to-google-calendar}  - link to add event to Google Calendar (use calendar name and description).
• {booking-dashboard-link}  - link to dashboard with bookings.
• {booking-post-link}  - link to booking post.
• {booking-discussion-html-history}  - table with discussion history (dedicated to use on discussion form page, not in mails, takes into account user timezone offset).
• {booking-zoom-link}  - link to the attached Zoom meeting. Learn more: Appointment Booking Calendar - Integration - Scheduling Zoom Meetings
• {booking-cancel-link} - booking cancel link (dedicated to use in user notification mail template in discussion user canceled the booking only). Learn more: Appointment Booking Calendar - Appointments - Canceling an Appointment as User

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