Guest notifications in Booking Calendars keep clients informed by automatically sending confirmation and reminder messages related to their appointments. This guide explains how to configure standard notifications and create custom workflows for more personalized communication.

Default Guest Notifications

Each Booking Calendar includes default notifications that are automatically set up to keep guests informed about their bookings. These default notifications ensure that guests receive essential updates without requiring additional setup.

Standard Notifications (Automatically Enabled):

• Meeting Confirmation: Sent immediately after a booking is made to confirm appointment details.

• Meeting Reminder: Sent, by default, 1 hour before the scheduled meeting.

• Meeting Rescheduled: Notifies clients when the meeting date or time is changed.

• Meeting Reassigned: Alerts clients when the meeting host changes.

• Meeting Cancelled: Informs clients when a meeting has been canceled.

Booking With Approval Notifications:

These notifications are automatically when Booking with Approval is enabled for a Booking Calendar:

• Meeting Request Submitted: Sent when a request is submitted
• Meeting Request Approved: Sent when the request is approved
• Meeting Request Declined: Sent when the request is declined

Configure Guest Notification

Guest notifications are centrally managed at the Booking Calendar level to ensure consistent communication across all team members.

To Set-up Notifications

1. Select Booking Calendars from the left navigation menu.
2. Select the Booking Calendar you wish to edit and navigate to the Notifications tab.
3. In the Guest Notifications section, toggle on the Email or SMS notification type for each stage of the booking lifecycle (e.g., Meeting Confirmation, Meeting Reminder etc.).
   SMS Consent: Enabling SMS notifications automatically adds a consent checkbox to your Booking Form to collect the guest's phone number and consent. 
   Note that your account includes 25 complimentary SMS credits to get started.
4. Adding Meeting Reminders:
   • Scroll to the Meeting Reminder section.
   • Click the + Add email reminder / + Add SMS reminder link to configure up to five reminders.
   • Use the dropdown menu to specify the exact timing (e.g., 1 hour before).

Email Customization and Object Properties

Personalizing your content ensures guests receive professional information tailored to your brand.

• Customize Content: Go to the Notifications tab, scroll down to the Guest Notifications section, and click Customize next to the desired notification type (e.g., Meeting Confirmation or Meeting Reminder). This opens the Email notification tab where you can edit the Subject and Body. The rich text editor allows you to use full text formatting (such as bold, italics, alignment, lists), insert links, or include custom images. 
• Insert Object Properties: Click + Object Properties to open the properties dropdown menu, or type @ to quickly search and insert them. These automatically pull dynamic data directly into the email, such as: 
  • Guest Info: Full name, email address.
  • Meeting Details: Date, Time, Location.
  • Links: Reschedule link, Cancel link.

SMS Customization and Object Properties

Personalizing your text notifications helps guests receive clear and relevant meeting information directly on their mobile devices.

• Customize Content: Go to the Notifications tab, scroll down to the Guest Notifications section, and click Customize next to the desired notification type (e.g., Meeting Confirmation or Meeting Reminder). Select the SMS notification tab to edit the message. SMS notifications support plain text only and do not include a subject field or rich text formatting options. 
• Insert Object Properties: Click + Object Properties to open the properties dropdown menu, or type @ to quickly search and insert them. These automatically pull dynamic data directly into the SMS, such as: 
  • Guest Info: Full name and mobile number.
  • Meeting Details: Date, Time, Location.
  • Links: Reschedule and cancellation links.

• Notification-Specific Properties: Available Object Properties vary depending on the notification type. For example, the Reminder time property is available only in Meeting Reminder notifications. Some properties, such as Booking Form Transcript, are not available in SMS notifications. 

• Compliance Footer: To meet carrier and regulatory requirements, the "Sent by OnceHub."  text is automatically appended to all SMS notifications and cannot be removed.