Consultation emails and reminders
Emails about a meeting go to the client, and the notifications you choose can also go to you as the organiser. What the client receives and your own preferences are two separate settings.
What does the client receive?
Depending on the stage of the booking, the client may receive an email asking them to confirm their booking, a booking confirmation, a change of time, a change of meeting details or a cancellation. Someone who has paid for a consultation but still needs to choose a time may receive an email with the next step.
The emails include the meeting details and the right link for managing the booking. You don’t need to paste each client’s personal link into the template by hand. Don’t publish these private links on a page or in a campaign.
Turn on reminders
- Open Sales → Calendar → Consultation settings and select the product.
- Expand Email notifications.
- In the Reminders section, choose 24 hours before the meeting, 1 hour before the meeting or both.
- Save your changes.
Reminders apply to upcoming meetings. Don’t treat a ticked option as proof that a particular email has already gone out: you can check its status in the history.
Change the wording of client emails
Click Edit customer emails, or go to Settings → Customer emails and open the consultation emails section. Choose the type of email, adjust the available fields and check the preview before saving.
The booking details and a secure link are added automatically. A new design or intro shouldn’t suggest a different date, price or rules from those saved in the booking. Don’t hard-code a specific meeting time into the text of a shared template.
Choose notifications for yourself
In the consultation settings, check Send email to organiser. Then open your general preferences through My email notifications and choose the emails about bookings, changes and cancellations.
heyhey takes both levels of settings into account. Turning off emails for yourself is not the same as turning off the information your client needs to manage their booking.
Check the email history
In Sales → Calendar → Email history you’ll see the type of email, the recipient, the time and the sending status. The preview shows the content; opening a preview doesn’t send anything.
- An email that is waiting to be sent hasn’t been confirmed as sent yet.
- A sent status doesn’t guarantee the email reached the recipient’s main inbox. It’s worth checking the spam folder too.
- Look into a failed or interrupted send before you retry it, as the recipient may already have received the email.
“Booking cancelled” is the name of the event. Next to it you may see a pending status that refers to the email, not to the meeting itself.
If something goes wrong, note the consultation name, the meeting date and the email status. See possible causes or contact support.