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Appointments - Email Communications Overview
Appointments - Email Communications Overview

Overview of Emails Generated for Appointments

Michael Buckley avatar
Written by Michael Buckley
Updated over a week ago

System generated emails act as a crucial touch-point when inviting your customers to an appointment. This article is an overview of the different types of emails generated when booking appointments.

Appointment Invitation - Standard Invite for Specified Time

Both customers and internal employees will receive the same invitation with all of the details of your appointment. 

Each section of the appointment invite is detailed below.

Subject: Invitation: [Appointment Name] ([Appointment Date and Time])

Example Subject Line:
"Invitation: Meeting with Doctor Smith (January 15 2:00 PM PST)"

Email Text

"Dear [Invitee Name],

You have been invited to meet with [Organizer's Name].

[Personal Message (optional)]

If you have any questions or would like to request a different appointment time, please contact [Scheduler's Name] at [Scheduler's Email Address].


[Organizer's Name]


Note: If your appointment was scheduled by someone else, the scheduler's contact information will appear. If you are booking your own appointment, your name and contact information will appear. 

Appointment Invitation - Ask Customer for Preferred Time

The Ask Customer feature allows you to inquire with your customers about which times and dates work best for them. The following invitation is only displayed to Customers. 

Subject: Invitation: [My Appointment Name]


Dear [Invitee Name],

We hope you are doing well. In regards to the upcoming virtual [My Event Name], we are reaching out to you today hoping that you might be available for a virtual appointment.

If you are interested in meeting virtually, please select a date and time below that works best for your schedule.

Upon selecting your preferred date & time, the official meeting invite will be sent to all parties with the online meeting details included.

With Gratitude,
[Organizer Name]


Note: Once your customer has selected a time, internal employees will receive the standard invitation including the time and date selected by the Customer.

Scheduler's Confirmation Email

As the scheduler of an appointment, you will automatically be sent a confirmation email once an appointment is booked.


When an invitee accepts your invitation the Scheduler of the appointment will immediately receive an Acceptance Confirmation.



When an invitee declines your invitation, you will receive an Appointment Declined email displaying the person that declined the appointment, as well as their reason for declining (if provided). 

If an invitee declines the appointment or clicks "Request a new time." They will be prompted for the reason they declined. Options include Not Attending Event, Different Date & Time Needed, and Other. Decline reasons will be sent to the Scheduler of the appointment.

Subject: [Customer Name] has accepted your appointment request
Example Subject Line: Dr. Smith has accepted your appointment request

Body Text:

Hello [Organizer Name],

[Invitee Name] has declined your invite to [My Appointment Name] at [My Event Name] on Monday, March 1 at 7:00 AM EST in Zoom Meeting.

Reason: [Reason For Decline]


Organizer Confirmation

When appointments have been scheduled for you by a Scheduler, you will receive a recap of any Appointments scheduled for you. This email will be received at 5:00 PM of the event timezone.

Appointment Change Email

When an appointment's Date, Time, or Location is changed, all Pending and Confirmed Invitees will be sent an Appointment Change email. 

Subject: Appointment Change: A change has been made to [Appointment Name] at [Event Name]

Body Text:
Hello [Organizer Name],

[My Appointment Name] has been updated.

[Organizer Name]


Appointment Cancellation Email

When any appointment is cancelled, all invitees are notified via email. The reason for cancellation will be included will be included to all of your attendees if cancelled through the appointment website.

Subject: Appointment Cancelled: [Appointment Name] has been cancelled for [Event Name]

Body Text: 

"Hello [Invitee Name],

Your confirmed appointment with [Organizer Name] at [Event Name] has been cancelled.

[Cancelation Reason]

We hope to have an opportunity to meet with you in the future.

If you have any questions, please contact [Scheduler Name] at [Scheduler Email] or call [Scheduler Phone Number].

Best Regards,
[Organizer Name]"

Appointment Reminder (For Customers)

Your customers will receive an appointment reminder email 24 hours before your appointment is scheduled. The reminder email will outline the details of the appointment as well as contact information of the organizer in case the invitee needs to get in touch. 

Subject: Appointment Reminder: [Appointment Name] (Appointment Date and Time) is tomorrow!

Body Text:

"Hello [Invitee Name],

This is a friendly reminder that your appointment is coming up tomorrow with [Organizer Name] at [Appointment Date and Time].

If you have any questions or would like to request a different appointment time, please contact [Scheduler Name] at [Scheduler Email] or call [Scheduler Phone Number].

[Organizer Name]"

Appointment Reminders (For Internal Employees)

Internal employees will receive two automated emails outlining upcoming appointments. On the evening before the appointments and another the morning of appointments. 

The morning email will be received at 6 AM. This email will show the current status, time, location as well as Organizer information.

The evening email is received at 7 PM before appointments scheduled for the following day.

Subject: Your Appointments For Today - [Today's Date]

Good morning Seth, Below are your upcoming appointments for today, [Today's Date]. "

Appointments Daily Recap Email

Organizers and any internal attendees (besides anyone marked as a No-Show) will receive an automated email outlining occurred appointments at the end of the day (in the event timezone). The email includes a 'Thank You' button for each appointment that if clicked opens a templated email to the customer.

Subject: [Platform Name] | Daily Recap of your [Event Name] Appointments

Body: Hello [User Name],

We hope you had great conversations today, why not personally reach out with a thank you.

Below is a list of all of your occurred appointments for today. Click on "Write Thank You Email" to compose an email.

Have a great day!

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