Table of contents

E-mails to customers

The appointment planner sends customers e-mails automatically. All e-mails have a default text, which you can replace with your own text.

Which e-mails are sent?

  • Confirmation e-mail: right after booking, and again when the customer moves the appointment themselves. It includes a calendar file (.ics), so the customer can add the appointment to their calendar.
  • Reminder e-mail: by default 48 hours before the appointment. You set this with appt_reminder_hours (0 means no reminder). Do you want the reminder to go out at a fixed time, for example the evening before? Then fill in a time such as 19:00 under appt_reminder_time.
  • Cancellation e-mail: when the customer cancels the appointment themselves.

Every e-mail contains the Appointment details and a link with which the customer can move or cancel the appointment. If the customer replies to the e-mail, the reply goes to the e-mail address of your organization.

Changing an e-mail

  1. On your website, go to /preferences, or click Preferences on the management page.
  2. You see the e-mails and the Appointment details. Each one says Default or Own text.
  3. Click Change next to the e-mail you want to change.
  4. Change the Subject and the Text. Leave a blank line between paragraphs.
  5. Do you want details of the appointment in the text? On the right, under Placeholders, click a code, for example the name of the customer or the date. The code is inserted at the cursor.
  6. Under Attachments, you can add a file that is sent with the e-mail.
  7. Click Save.

After saving, the text is your own version. To go back to the default text, click Restore default.

Keep the code {$appointment_details} in the e-mails. It adds the date, the time, the service and the customer's details to the e-mail. Do you want to show those details differently? Then change the Appointment details: that text is used in all three e-mails and on the confirmation page.

Other texts

You change the headings above the steps, the confirmation page, the page after cancelling and the text shown when no appointment is possible in the admin, in the folder Preferences > Appointments.

See also

  • Viewing and managing appointments
  • The appointment pages on your website
  • Setting up the appointment planner

Checked: November 2026