Notifications
Configure default email and SMS templates, reminders, follow-ups, and notification preferences.
Updated 3 min read
title: Notifications category: Automation order: 2 description: Configure default email and SMS templates, reminders, follow-ups, and notification preferences.
Notifications
SchedulingKit sends notifications to you and your customers at key moments — when bookings are created, approaching, completed, or cancelled. This page covers how to configure default notification behavior, templates, and personal preferences.
Where to find it
- Settings → Notifications (team-wide notification defaults).
- User menu → Notifications (personal notification preferences).
- Settings → Slack (Slack notifications — see Slack).
Notification defaults
Route: /settings/notification-defaults
Set the default notification behavior for all event types. Individual event types can override these defaults.
Calendar invitation
Control the calendar event that's created when a booking is made:
| Setting | Description |
|---|---|
| Enabled | Whether a calendar invitation is sent. |
| Type | Calendar event or email-based invitation. |
| Title template | The calendar event title. Supports merge tags (e.g. {event_name} with {invitee_name}). |
| Body template | The calendar event description. Supports merge tags. |
| Attendee status | Whether the invitee is marked as "confirmed" or "invited". |
Email confirmation
Sent immediately when a booking is created:
| Setting | Description |
|---|---|
| Enabled | Toggle email confirmations on/off. |
| Subject template | The email subject line. Supports merge tags. |
| Body template | The email body. Supports merge tags and HTML. |
Confirmation emails are sent to both the invitee and the host.
Email reminders
Sent before the event to reduce no-shows:
| Setting | Description |
|---|---|
| Enabled | Toggle email reminders on/off. |
| Subject template | The reminder email subject line. |
| Body template | The reminder email body. |
| Times | One or more reminder intervals (e.g. "24 hours before", "1 hour before"). Each interval is a value + unit (minutes, hours, or days). |
You can set multiple reminders. For example: 24 hours before AND 1 hour before.
SMS reminders
Sent as text messages before the event:
| Setting | Description |
|---|---|
| Enabled | Toggle SMS reminders on/off. |
| Message template | The SMS text (max 320 characters). Supports merge tags. |
| Times | Same format as email reminders — value + unit intervals. |
SMS requires an SMS provider to be configured (see below).
Email follow-ups
Sent after the event — useful for feedback requests, resources, or review links:
| Setting | Description |
|---|---|
| Enabled | Toggle follow-ups on/off. |
| Items | One or more follow-up emails, each with: |
| - Subject template | |
| - Body template | |
| - Delay — How long after the event to send (value + unit). |
Example: Send a "How was your experience?" email 24 hours after, and a review request 3 days after.
Cancellation policy
| Setting | Description |
|---|---|
| Policy text | The cancellation policy shown to customers. |
| Include links | Whether to include reschedule/cancel links in booking emails. |
| Deadline (hours) | Minimum hours before the event that free cancellation is allowed. |
Merge tags
All templates support merge tags that are replaced with actual booking data:
| Tag | Description |
|---|---|
{event_name} | Name of the event type/service |
{event_date} | Date of the booking |
{event_time} | Time of the booking |
{invitee_name} | Customer's name |
{invitee_email} | Customer's email |
{host_name} | Host/staff member's name |
{location} | Meeting location |
{meeting_link} | Video meeting link (Zoom, Teams, Meet) |
{reschedule_link} | Link for the customer to reschedule |
{cancel_link} | Link for the customer to cancel |
{questions_and_answers} | Intake form responses |
{duration} | Event duration |
SMS provider setup
SMS notifications require a provider. Go to Settings → Notifications and configure:
Twilio
| Field | Description |
|---|---|
| Account SID | Your Twilio Account SID |
| Auth Token | Your Twilio Auth Token |
| From Number | The phone number to send from (must be a Twilio number) |
Vonage (Nexmo)
| Field | Description |
|---|---|
| API Key | Your Vonage API Key |
| API Secret | Your Vonage API Secret |
| From Number | The phone number or sender name |
SMS credentials are encrypted and stored securely.
Per-event-type overrides
Each event type can override the team defaults:
- Go to Event Types → [event type] → Edit → Advanced → Notifications.
- Choose Use team defaults or Custom.
- If custom, configure the specific templates, timing, and channels for that event type.
This lets you have different reminder timing for a quick 15-min call vs a 2-hour workshop.
Personal notification preferences
Route: /user/notifications
Each team member can configure their own notification preferences:
- Which events trigger notifications to you (new bookings, cancellations, reschedules, payments, reviews).
- How you want to be notified (email, in-app).
These preferences only affect notifications sent to you as a team member, not notifications sent to customers.
Slack notifications
Connect Slack to receive booking notifications in a channel. See Slack integration for full details.
Quick setup:
- Go to Settings → Slack.
- Click Connect Slack.
- Authorize and choose a channel.
- Configure which events post to Slack (bookings, cancellations, reminders, payments, daily summary).
Workflow-based notifications
For advanced notification logic beyond the defaults, use Workflows. Workflows let you create custom automations with:
- Custom triggers (scheduled, cancelled, before/after event).
- Custom email and SMS templates with merge tags.
- Multiple actions per trigger (email + SMS + tag).
- Per-event-type or global scope.
Email sender
By default, emails are sent from SchedulingKit's servers. To send from your own domain:
- Go to Settings → Domain & Email.
- Configure custom SMTP (host, port, credentials).
- Use Test email to verify.
See Domain & Email for full details.
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