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Automated Notifications For Calendars

Grace from Ivorey™ avatar
Written by Grace from Ivorey™
Updated today

Before You Dive In

This article is one step from our Master Help Guide: All About Calendars. We recommend starting with the visual walkthrough video and examples inside the Master Help Guide before diving into the technical setup below.

Each Master Help Guide acts as your project plan - teaching you the feature, laying out the steps in the right order, and linking to every resource you’ll need along the way.

This guide is perfect if you're looking to:

  • Set up automated notifications for calendars (e.g. appointment reminders, cancellation, and confirmations)

  • Customise our calendar email templates

  • Notify yourself or your team when someone books an appointment

How To Customise Calendar Notifications and Our Email Templates

Now that you've created your calendar, it's time to configure all of the appointment notifications. We have pre-made email templates ready for you to customise and use. If you set up these emails now, it can completely automate all of your calendar management - including booking confirmations, reminders, cancellations, rescheduling and more.

Click here for the written instructions

  1. From the main Ivorey™ menu, go to [Calendars] > [Calendar Settings] > click the ✏️ pencil icon on the calendar you want to edit > and click on the [Notifications & Additional Options] tab
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  2. Work your way through each type of notification that you want to enable, click the ✏️ pencil icon next to each type > and choose how you want to notify:

Email Notifications

Click on the [Email] tab > toggle it to [Enabled], if you want to send email notifications > and configure your settings:

  1. Check the box next to Contact, to allow emails to send to the contact who booked the appointment > and click the (∨) down arrow, to select and customise the notification email:
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    1. Under Email Template, you'll see all of the email templates that we've created for you! Select the relevant template for this specific notification type (search for Appointment Confirmation, for example)
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    2. Under Subject, you can edit the email's subject line if needed (click the tag icon to add custom values such as the contact's name)
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    3. Click the [Edit] button, to customise the email's design with your own unique copy, branding and images
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      ​Note: Be sure to leave the custom values we have added, as they will automatically pull in dynamic data to send, such as your contact's name, appointment date, time, timezone, rescheduling links and more.
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      1. (Optional) click on the (⁝) three dots, at the top right > select [Settings] > here you can add Preview Text
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      2. Click the [Preview] button, at the top right, to preview your email > click the [Save] button, when you're done > and click the [X] button
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    4. Under From Name, enter your name or your business' name, or click the tag icon to add custom values (e.g. assigned user > first name)
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    5. Under From Address, enter your email address, or click the tag icon to add custom values (e.g. assigned user > email)
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    6. Under Test Email, enter your email address to send a test email to yourself > and click the [Send Test Email] button
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  2. Check the box next to Assigned User, to allow emails to send to the team member assigned to the appointment > and click the (∨) down arrow, to select and customise the notification email (repeat the customisation steps above)
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  3. Check the box next to Guest, to allow emails to send to any additional attendees > and click the (∨) down arrow, to select and customise the notification email (repeat the customisation steps above)
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  4. Check the box next to Additional Emails, to allow emails to send to any specific emails > and click the (∨) down arrow, to select and customise the notification email (repeat the customisation steps above)
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    1. Under Enter Email IDs, enter the email address (or addresses) that you want to notify (for example, you might want to be notified of all appointments booked, even if you are not the assigned user)
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  5. Click the [Save] button, when you're done

Note: leave boxes unchecked if do not want to send notifications to those recipients.


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In-app Notifications

Click on the [In-App] tab > toggle it to [Enabled], if you want to send notifications inside Ivorey™ (this includes when logged in on desktop browser and via the LeadConnector App) > and configure your settings:

  1. Under Send To, select the team members you want to notify
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  2. Click the [Save] button, when you're done

SMS Notifications

Click on the [SMS] tab > toggle it to [Enabled], if you want to send SMS/text message notifications > and configure your settings:

  1. Check the boxes next to Contact, Assigned User, and/or Additional Phone Numbers to allow SMS's to send to each > and click the (∨) down arrow on each checked option, to customise the notification SMS:
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    1. (Optional) under SMS Template, select a previously made template or Snippet, or click the [+ Create New SMS Template] to create one
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    2. Edit the default SMS Message to customise it as needed (click the tag icon to add custom values such as the contact's name)
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    3. Under Test SMS, enter your phone number to send a test SMS to yourself > and click the [Send Test SMS] button
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  2. Click the [Save] button, when you're done
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WhatsApp Notifications

Click on the [WhatsApp] tab > toggle it to [Enabled], if you want to send notifications via WhatsApp > and configure your settings:

  1. Check the boxes next to Contact, Assigned User, and/or Additional Phone Numbers to allow WhatsApp messages to send to each > and click the (∨) down arrow on each checked option, to customise the notification message:
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    1. Choose or create an Approved Template (only approved WhatsApp templates can be used)
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    2. Under Test WhatsApp, enter your phone number to send a test message to yourself > and click the [Send Test WhatsApp] button
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  2. Click the [Save] button, when you're done

When you're done with all of your calendar notifications, be sure to click the [Save] button, at the top right corner of your screen - your calendar notifications will now run on auto-pilot!

Frequently Asked Questions

How can I ensure my clients receive the correct appointment details and verify email delivery?

To ensure your clients receive the correct appointment details, make sure that the email notifications are enabled in the calendar's settings. This will automatically send the appointment details to your clients. To verify if the confirmation email was delivered, you can book a test appointment yourself. This allows you to check if the email is sent and received correctly.

Will clients who booked before an email notification template update receive the new version for their upcoming reminders?

No, clients who booked their appointments prior to the update will receive the old version. Any updates made to email templates will apply only to all new upcoming appointments moving forward.

Next Steps

If you’ve completed the steps above, head back to the Master Help Guide On Calendars to move onto the next phase.

Each Master Help Guide acts as your project plan - teaching you the feature, laying out the steps in the right order, and linking to every resource you’ll need along the way.

Need Help?

Hit the support chat widget inside Ivorey™ - we can:

  • Drop the templates directly into your account if you can't find them

  • Walk you through any of the steps

  • Troubleshoot anything that’s not working

We’re here and ready to help via the chat widget in the bottom right of your Ivorey™ account. Or if you are looking for done-for-you support, you can browse our current services here 🤍

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