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).

New booking email templates - Booking Plugin WordPress
New booking email templates

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).

Booking accepted email template - WordPress Plugin for Scheduling Consultations
Booking accepted email template

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

Manual booking acception - Best WordPress Scheduling Plugin
Manual booking acception

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.

Overriding email template - WordPress Scheduling Plugin
Overriding email template

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).

Booking rejected email template - Appointment Scheduling Plugin WordPress
Booking rejected email template

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

Rejecting the booking - Event Booking Calendar WordPress Plugin
Rejecting the booking

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 date change email template - WordPress Calendar Booking Plugin
Booking date change email template

Booking Reminder

Users and the admin can receive an automatic email reminder about upcoming appointments.
To enable this reminder, head to Plugin OptionsSend email reminder. There you can set how many hours in advance will the email be sent.
Setting up the time for reminders - Booking Plugin WordPress
Setting up the time for reminders

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

For the admin: 

Appointed booking reminder email template for the admin - WordPress Plugin for Scheduling Consultations
Appointed booking reminder email template for the admin

For the users:

Appointed booking reminder email template for users - Best WordPress Scheduling Plugin
Appointed booking reminder email template for 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

Credit time event rejection email template - Appointment Booking Calendar
Credit time event rejection email template

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).

Email templates for discussions - WordPress Scheduling Plugin
Email templates for discussions

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

Starting the discussion - Appointment Scheduling Plugin WordPress
Starting the discussion

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.

Customizing the message - Event Booking Calendar WordPress Plugin
Customizing the message

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

Example of the user link to the discussion form - WordPress Calendar Booking Plugin
Example of the user link to the discussion form

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

Discussion form - Booking Plugin WordPress
Discussion form

Appointment Canceled By User

Used when the user chooses to cancel an appointment.

Email templates for discussion and cancellation - WordPress Plugin for Scheduling Consultations
Email templates for discussion and cancellation

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

More information about the Appointment Booking Calendar plugin for WordPress

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