User Manual

Appointment Notifications

Easy!Appointments includes a built-in notification system that keeps users informed about their appointments through automated email messages. These notifications help reduce no-shows and improve communication between your business, staff, and customers.

Types of Notifications

The application sends the following types of email notifications:

1. Appointment Confirmation

  • Triggered When: A customer successfully books an appointment.
  • Sent To:
    • Customer
    • Assigned staff member (provider)
    • Secretaries
    • Administrators
  • Content:
    • Appointment date and time
    • Service details
    • Provider name
    • Rescheduling / Cancellation link (if enabled)

2. Appointment Update

  • Triggered When: An appointment is edited (e.g., time change, service change).
  • Sent To:
    • Customer
    • Assigned staff member
    • Secretaries
    • Administrators
  • Content:
    • Updated appointment details
    • Information about the changes

3. Appointment Cancellation

  • Triggered When: An appointment is canceled by a customer or staff member.
  • Sent To:
    • Customer
    • Assigned staff member
    • Secretaries
    • Administrators
  • Content:
    • Appointment cancellation confirmation
    • Original date/time and service
    • Cancellation reason (if provided)

Additional Notes

  • Notifications are only sent if the appointment is successfully created or updated.
  • Make sure your server is properly configured to send emails.
  • If emails are not being received, check the error logs and test your SMTP settings.

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