Note: Configuring notifications here will override the notifications at the workspace level. 

To access the Services Notifications section: 

1. Click Service on the top left corner.
2. Click the required one-on-one service and select Service Notifications. 
   
   
   
   
   
   

Enable notifications 

1. Set notifications for your staff under For Staff. Click For Customers, if you want to set notifications for customers. 
   
   
   
   
   
   
2. Check the boxes under Email for the various events, for which an email notification must be triggered. Check the boxes under SMS for the various events, for which an SMS notification must be triggered. 
   
   
   
   

Email Deliverability: In case of notification emails not being delivered or emails landing in SPAM folders, set up DKIM and SPF for your domain.  

Customize sender email 

• Super admin's email address  – This is the default email address associated with your Zoho Bookings account. 
  
• Allocated staff's email address  – This is the email address associated of the Staff allocated to the appointment. 
  
• Workspace email address  – This is the email address associated with a particular workspace. 
  
• Business email address  – This is the email address that is used in place of the Super Admin's email address. 
  

Note : Only users who have a Premium plan with Zoho Bookings can customize the sender email.

1. Click Change to override the default sender email address. 
   
   
   
   
   

   
   
2. A pop-up appears with options to customize the Send From , Reply To and Copy (Cc) components of notification emails. 
   
   
   
    
   

Note: Your selection will override workspace sender email selected in the Basic Information tab.

Send From 

The sender email address can be customized using any of the below options. 

• Super admin's email address  – This sets the Super Admin's email address as the sender of the email notifications for this service. 
  
  
  
   
  
  
  
• Workspace email address  – This sets the workspace email address as the sender of the email notifications for this service. 
  

  
  

   
  

  
  
• Allocated staff member's email address  – This sets the email address of the staff allocated to the appointment as the sender of the email for this service. 
  
  
  
   
  
  
  
• Business email address  – This sets the business email address of your account, as the sender of the email for this service. 
  
  
  
   

Reply To 

You can set up the email address to be used when users reply to email notifications. 

Note: The configured email address will auto-populate in the 'To' field when users hit reply. But they will still be able to edit and remove the configured email address.  

 

1. Select Reply to – Choosing this option would set the email address in the Send From field as the recipient on replies to notification emails for this service. 
   
2. Super admin's email address – Choosing this option would set the Super admin's email address as the recipient on replies to notification emails for this service. 
   
3. Allocated staff member's email address – Choosing this option would set the email address of the staff allocated to the appointment as the recipient on replies to notification emails for this service. 
   
4. Workspace email address – Choosing this option would set the workspace email address as the recipient on replies to notification emails for this service. 
   
5. Business email address – Choosing this option would set the business email address of your account as the recipient on replies to notification emails for this service. 
   

Copy (Cc) 

You can set up the email address to be copied when email notifications are sent to users. 

 

1. Select Copy (Cc)  – Choosing this option would copy the email address in the Send From field in notification emails for this service. 
   
2. Super admin's email address  – Choosing this option would copy the Super admin's email address in notification emails for this service. 
   
3. Allocated staff member's email address  – Choosing this option would copy the email address of the staff allocated to the appointment in notification emails for this service. 
   
4. Workspace email address  – Choosing this option would copy the the workspace email address in notification emails for this service. 
   
5. Business email address  – Choosing this option would copy the business email address in notification emails for this service.

Set reminders

For upcoming appointments, specify a number, then select an option from the drop-down. For example, Before: "1 Day", or "3 hours", or "30 minutes". Please note that the respective boxes has to be checked to enable reminders. 

Customize notification content 

1. Click Customize against the corresponding event. For example, to customise email notifications for a customer when an appointment is rescheduled, click Customize next to the box against  Rescheduled under Email. 
   
   
   
   
   
   
2. Enter the required content in the editor. To select predefined variables (which store useful information, like customer name, appointment ID, staff name, and so on), click  Insert Variables , then select the required variable from the dropdown. 
   
   
   
3. The meeting link is included by default in the content for email notifications. You can also select your preferred date format to be displayed in the notification message from the dropdown option.
   
   

   
   
   Note: In the event that there is no meeting scheduled, the variable will not populate any values. This variable can be removed as required.  
   
   
   
4. There are buttons to add appointment details to customers' calendars. Right now, customers can add their appointments to Google, Zoho and Outlook Calendars. 
   
   
      
   
   Note: These buttons are added by default and can be removed as required.    
   

   
   
5. Click Save. Your message is now customized and ready to be sent when appointments are Booked, Rescheduled, Canceled, Completed, or Marked No Show. 
   
   
   
    
   

   To add an image

   1. To include an image in the email notification, you need to use a public URL of that image. You can get the image's URL from your website by right clicking it and selecting Copy image address.

   2. Go to Bookings and navigate to Services > Service Notifications.

   3. Click Customize next to the required email template.

   4. Click the Insert Image icon  in the message editor Options bar.

   5. Paste the copied URL of the image in the textbox and click OK.

    

   
   

   
   

   Note: To adjust the size of the image, click HTML in the options bar and go to the respective image URL. Add the height and width as per your requirement.
   eg: <img src="https://zylker.com/sites/default/imagesemail/zylker.png" width="500" height="600">

   To customize the notification content with interesting templates, read this post.
   
   

Adding Appointments to Customer Calendars 

Zoho Bookings provides buttons to add appointments to their calendars from buttons sent on email notifications. 

 

Add to Google Calendar 

Zoho Bookings allows appointments to be added to a customer's Google Calendar. 

1. Click Add to Google Calendar. Once you authenticate your Google account successfully, appointment details are passed on to a Google Calendar event ready to be saved. 
   
   
   
    
   
   
   
2. Make required changes and click Save. The appointment is created as an event in Google Calendar. 
   
   
   
    
   

Add to Outlook 

Zoho Bookings allows appointments to be added to a customer's Outlook Calendar. 

1. Click Add to Outlook. Once you authenticate your Microsoft account successfully, appointment details are passed on to an Outlook Calendar event ready to be saved. 
   
   
   
    
   
   
   
2. Make required changes and click Save. The appointment is created as an event in Outlook Calendar. 
   
   
   
    
   

Pre-defined variables 

The following is a list of predefined variables available for use inside the message editor. 

 

Variable Name	Variable Value	Description
Business
Business Name	%businessname%	Name of the business
Business Contact Number	%businesscontactnumber%	The contact number for your business
Staff
Staff Name	%staffname%	Name of the Staff who is associated to the selected booking
Staff Email	%staffemail%	Email address of the Staff who is associated with the selected booking
Staff Contact Number	%staffcontactnumber%	Contact number of the staff member who is associated to the selected booking
Staff Time zone	%stafftimezone%	The time zone of the staff who is associated with the selected booking
Co-Hosts	%cohosts%	List of staff email addresses in a collective booking
Workspace
Workspace Booking URL	%workspacebookingurl%	Link to the workspace booking page
Service
Service Name	%servicename%	Name of the selected service
Service Booking URL	%servicebookingurl%	Link to the service booking page
Service Description	%service_description%	Description of the selected service
Appointment
Appointment Id	%appointmentid%	Unique ID of the appointment
Appointment Time	%appointmenttime%	The appointment start and end time
Appointment From Date	%appointmentfromdate%	Date on which the appointment starts
Appointment From Time	%appointmentfromtime%	Time at which the appointment starts
Appointment To Date	%appointmenttodate%	Date on which the appointment ends
Appointment To Time	%appointmenttotime%	Time at which the appointment ends
Booking Id	%invoiceid%	Unique ID of the booking
Booking Summary URL	%invoicesummaryurl%	Link to the Booking summary
Booking Timezone	%customer_booking_time_zone%	Timezone in which the booking has been made
Booking Start Time	%customer_booking_start_time%	Time when the booking starts
Appointment Reschedule Url	%reschedule:resheduleurl%	Link using which the appointment can be rescheduled
Appointment Cancel Url	%cancel:cancelurl%	Link using which the appointment can be canceled
Booknow Link	%booknowlink%	Link using which a new appointment can be booked for the concerning event
Notes	%notes%	Notes from Appointment Summary
Customer
Customer Name	%customername%	Name of the customer
Customer First Name	%customer_first_name%	First name of the customer
Customer Last Name	%customer_last_name%	Last name of the customer
Customer Email	%customeremail%	Email of the customer
Customer Contact Number	%customercontactnumber%	Contact number of the customer
Custom Field
<Custom_Field_Name>	%customer_<Custom_Field_Name>%	Value of the custom field in Booking Form
Video Conferencing
Meeting Info	%meetinginfo%	Start link, join link and key for the Online Meeting
Meeting Key	%meeting_key%	Key for the online Meeting
Meeting Join Link	%meeting_joinlink%	Link for participants to join Online Meeting
Meeting Start Link	%meeting_startlink%	Link for presenters to start Online Meeting
Zoho Assist
Assist Info	%assistinfo%	Assist link for the remote support session. Returns start and join link for the staff. Join link for the customers.
Calendar Buttons
Add to Google Calendar		Button to add appointment to a Google Calendar
Add to Outlook		Button to add appointment to an Outlook Calendar
Add to Zoho Calendar		Button to add appointment to a Zoho Calendar

 

 

Note: The header - Custom Field is applicable only when there are custom fields in the service booking form.