Quick Answer
Configure appointment messages from the calendar’s Notifications tab
Edit the calendar, open Notifications, choose the appointment event and recipients, enable email or in-app delivery, customize the message, set reminder or follow-up timing, send a test email, and save the changes.
Managing Appointment Communication Without Missing Key Messages
You may be booking appointments successfully, but it is not always clear how to keep contacts, guests, and team members informed with confirmations, reminders, changes, and follow-ups.
Calendar notification settings control how email and in-app alerts are delivered throughout the appointment process.
If notifications are not configured properly, contacts may miss important appointment information, or team members may not know when action is needed.
This guide explains how to configure and manage appointment notifications so communication remains consistent before and after each booking.
Appointment Notifications at a Glance
Why Customize Appointment Notifications?
- Keep contacts informed when appointments are booked, changed, or canceled.
- Reduce missed appointments with timely reminders.
- Notify team members when new appointments require attention.
- Provide useful preparation instructions before a meeting.
- Send follow-up information after an appointment.
- Maintain a consistent, professional, and branded experience.
Available Notification Types
Appointment Booked
Send a message when an appointment is created. Separate notifications may be available for unconfirmed and confirmed bookings.
Cancellation
Notify the appropriate recipients when an appointment is canceled.
Reschedule
Send updated appointment information when the date or time changes.
Reminder
Deliver one or more messages before the scheduled appointment.
Follow-Up
Send one or more messages after the scheduled appointment.
Before You Begin
Plan who should receive each message and what information they need.
- Confirm that you are editing the correct calendar.
- Identify which appointment events require notifications.
- Decide whether contacts, guests, users, or additional recipients should receive each message.
- Prepare the email subject and body content.
- Identify the placeholders or custom values you want to use.
- Decide when reminders and follow-ups should be sent.
- Review any forms or workflows that already send appointment messages.
Check for duplicate confirmations
If a form, workflow, or another calendar setting already sends a confirmation, review the complete communication flow so the contact does not receive duplicate messages.
How to Set Up Email Notifications
Configure each appointment event separately so the correct people receive the correct message.
Open the Calendar
Open Calendar Settings and select the calendar you want to update.
Calendars → Calendar Settings → Edit CalendarOpen Notifications
Select the Notifications tab inside the calendar editor.
Choose the Notification Type
Select Appointment Booked, Cancellation, Reschedule, Reminder, or Follow-Up.
Choose the Recipients
Select the appropriate receiver types, such as contacts, guests, users, or additional email recipients.
Enable Email
Turn on the Email option for the notification.
Customize the Subject and Message
Edit the email subject and body content. Add appointment details, instructions, contact information, or preparation notes as needed.
Add Placeholders or a Template
Use supported dynamic placeholders, custom values, or an available email template to personalize the message.
Set the Timing
For reminders and follow-ups, choose when the message should be sent in relation to the appointment.
Send a Test Email
Use the test email feature to review the message before making it active.
Save the Calendar
Save the notification and calendar settings.
How to Set Up In-App Notifications
In-app notifications help users and team members see appointment activity inside BizStackPro without relying only on email.
Open the In-App Settings
Open the In-App area under the calendar’s Notifications settings.
Select the Appointment Event
Choose the booking, cancellation, reschedule, reminder, or follow-up event that should create an alert.
Select the Team Members
Choose the users or team members who should receive the in-app notification.
Enable the Notification
Turn on the appropriate notification toggle.
Set the Timing Trigger
Configure the timing when the notification type supports a scheduled trigger.
Save the Changes
Save the calendar settings and test the notification with the selected users.
Review user permissions
Team members need the appropriate access and permissions to view appointment information and use related calendar features.
Reminders and Follow-Up Timing
Reminder and follow-up notifications can use multiple timing options when more than one message is needed.
Before the Appointment
Use reminders to send appointment details, preparation instructions, location information, or meeting links before the scheduled time.
After the Appointment
Use follow-ups to send next steps, resources, feedback requests, payment information, or additional booking options.
Space messages intentionally
Multiple reminders can be helpful, but too many messages may feel repetitive. Choose timing that gives the recipient useful notice without creating unnecessary communication.
Smartlists and Advanced Appointment Filters
Appointment views can be refined with filters and segmented Smartlists using available contact, source, and appointment criteria.
These filters can help teams identify upcoming appointments, canceled bookings, appointment sources, assigned users, or other useful segments.
- Filter appointments by contact or source information.
- Create segmented Smartlists for follow-up or reporting.
- Use personalized email templates with custom values.
- Confirm that users have permission to view the appointment data.
- Review time-based results in each user’s time zone.
Time-zone-aware filters
Time-based appointment filters respect user-specific time zones, helping teams in different locations review appointment data accurately.
Test Your Appointment Notifications
Test both the message content and the full appointment event before relying on the notifications.
- Use the test email feature to preview the subject and body.
- Check that placeholders display the expected information.
- Complete a test booking using a real test contact.
- Confirm that each intended recipient receives the message.
- Test a cancellation and reschedule when those notifications are enabled.
- Confirm that reminder timing matches the appointment time zone.
- Check that selected users receive the in-app alert.
- Review the complete flow for duplicate emails.
Troubleshooting Appointment Notifications
A contact did not receive the email
Confirm that email delivery is enabled for the correct appointment event and recipient type. Check the contact’s email address, send timing, and whether the calendar changes were saved.
The team member did not receive an in-app alert
Confirm that the user was selected, the in-app notification toggle is enabled, and the user has permission to access the relevant appointment information.
The recipient received duplicate confirmations
Review calendar notifications, forms, workflows, and other automation steps that may send a message for the same booking.
A placeholder did not display correctly
Confirm that the placeholder is supported in the notification and that the related contact or appointment field contains a value.
A reminder was sent at the wrong time
Review the appointment, calendar, and user time-zone settings. Also confirm the reminder interval and the appointment start time.
A notification is no longer needed
Open the notification settings and turn off the toggle for that specific event or delivery type.
Frequently Asked Questions
Can I notify multiple email addresses for the same appointment?
Yes. You can add additional recipients in the email notification settings.
Can I turn off notifications for specific types?
Yes. Notifications can be disabled by turning off the appropriate toggle in the settings.
How do I test my notifications?
Use the test email feature in the notification settings to preview your email, then complete a test appointment to check the full notification flow.
Can reminders and follow-ups have multiple triggers?
Yes. You can configure multiple timing options for reminder and follow-up notifications.
Do time-based filters work across time zones?
Yes. Time-based filters respect user-specific time zones for accurate appointment tracking.
Related Help Guides
Need More Help?
Browse the Calendar help category for more appointment, notification, reminder, availability, and calendar setup guides.
