Introduction to User notifications section

The User notifications section is where you set which notification scenarios will trigger emails and/or SMS messages to be sent to you or other Users. Examples of notification scenarios include: scheduling confirmations, event reminders, event follow-ups, cancellations, and reschedules. This section is also where you can customize the text of the notifications sent to Users.

The User notifications section is located in Setup -> Relevant Booking page -> User notifications.

When setting up User notifications, you should be aware that the email and SMS notifications to Users are independent of the notifications sent to your Customers. This means that you can send notifications to Customers that contain different content and have different timing than your own.

Configuring notifications

Notification scenarios are booking events that will trigger an email or SMS notification to be sent to the User. Learn more about the different User notification scenarios and when they apply

NoteNot all scenarios apply for every situation. For example, the scenario “Booking request made by Customer” triggers a notification when the Customer makes a Booking request. However this scenario only takes place on Booking pages that use Booking with approval mode.

Selecting delivery method – Email or SMS

You can send an email or SMS notification for each notification scenario. The exceptions are:

  • The Calendar event – No SMS option.
  • Reminders and follow-ups – Email and SMS are unchecked by default. No reminders or follow-ups will be sent if these Notification scenarios are left untouched.

Example of a notification scenario set to trigger an email and SMS notification:

Example of a notification scenario set to trigger only an SMS notification:

For other subscribed Users, all notification alerts are unchecked by default. 

NoteWe recommend sending SMS notifications in addition to email notifications. SMS messages are supposed to be short, whereas the notification emails contain all of the important booking information that a User will need. You can create Custom SMS templates that include more information, but the messages will be longer. Learn more about sending SMS notifications to Users

Further customizing your email and SMS notifications

If further customization is needed, you can create Custom templates in the Notification templates editor. Custom templates provide you with the utmost flexibility over the content, allowing you to insert images, use any text you wish and add hyperlinks. The templates you create are available as choices in each scenario. 

Template choices in a notification scenario:

Setting the time for reminder and follow-up notifications

You can send up to three reminders prior to a meeting and a follow-up message after the meeting is over. Reminders can be sent up to 30 days in advance and the follow-up message can be sent up to 30 days after your meeting is over. The timing of the reminders and follow-ups are chosen by you:

It is important to think about your schedule and when and how you would like yourself and other subscribed Users to receive reminders. Keep in mind that the User reminders are independent from Customer reminders and can be sent at different times and use different templates than the Customer reminders.  

User notifications to a non-ScheduleOnce User

If the Booking page is used to receive bookings for a non-ScheduleOnce User, the email address of the non-ScheduleOnce User should be added in the Notifications to a non-ScheduleOnce User field at the bottom of the User notifications section. For example, you may want to notify hosts on each individual bookings when scheduling in conferences, trade shows and other events.

NoteNon-ScheduleOnce Users only receive confirmation and cancellation notifications via email. Non-ScheduleOnce users cannot receive Booking request, reminder or follow-up emails or any SMS notifications.

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