The right message at the right time
Set up automatic emails triggered by appointments. Reminders and follow-ups that send themselves.
Setting Up Automations
Create automations that send the right message at the right time.
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- Go to Settings > Automations
- Click New Automation
- Fill in the details:
- Name – A name to identify this automation (e.g., "Day Before Reminder")
- Trigger – When should this automation run?
- Timing – For "Before" or "After" triggers, how many hours or days?
- Template – Which message template to send
- Optionally filter by appointment type
- Click Save
The automation is enabled by default. You can toggle it off at any time.
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Yes. After creating an automation:
- Toggle the automation off initially
- Create a test appointment for yourself
- Toggle the automation on
- The automation will run for the test appointment
- Check your email to see what was sent
- Delete the test appointment when done
You can also view sent emails in the automation activity dashboard to verify they look correct.
Triggers and Timing
Choose when your automations run.
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Event Created
Fires immediately when an appointment is booked.
Use for: Booking confirmations, deposit requests
Event Confirmed
Fires when the appointment status changes to confirmed.
Use for: Consent form requests, appointment details
Before Event
Fires a specified time before the appointment.
Use for: Reminders, prep instructions, parking info
After Event
Fires a specified time after the appointment.
Use for: Thank you notes, aftercare instructions, check-ins
Event Cancelled
Fires when an appointment is cancelled.
Use for: Cancellation confirmation, rebooking invitation
Event Rescheduled
Fires when the appointment date or time changes.
Use for: Updated appointment details
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Day-based timing (e.g., "2 days before"):
- The email sends at a specific time on that day (default 9 AM)
- Example: "2 days before at 10 AM" for a 3 PM appointment on Jan 15 sends at 10 AM on Jan 13
Hour-based timing (e.g., "2 hours before"):
- The email sends at the exact offset from the appointment time
- Example: "2 hours before" a 3 PM appointment sends at 1 PM
Timezone handling: Times are calculated using the appointment's location timezone, so reminders go out at the correct time regardless of where you or the client are.
Managing Automations
Monitor activity and adjust as needed.
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- Go to Settings > Automations
- Click on an automation to view its details
- Look for the Activity or History section
You'll see:
- Date and time of each execution
- Which client and appointment it was for
- Status: Sent, Pending, Failed, or Skipped
- For failed sends, the error message
You can filter by status to find specific types of executions.
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Status Meaning Pending Scheduled but hasn't sent yet (for future sends) Sent Successfully delivered Failed An error occurred – check the error message for details Skipped Intentionally not sent (e.g., client has no email, or another automation took precedence) -
Yes. Toggle the automation off and it will stop running for new appointments.
- Go to Settings > Automations
- Find the automation you want to pause
- Click the toggle to turn it off
What happens:
- New appointments won't trigger this automation
- Pending sends for existing appointments will still go out
- Toggle it back on whenever you're ready to resume
This is useful for holidays or when you want to temporarily change your communication flow.