Notifications for customers and staff | Help - Zoho Bookings

Notifications and reminders for customers and staff

Superadmins and admins can view and edit this information. Managers can only view this information. Staff members will not have access to this information.

Send automated email and SMS notifications to customers and relevant staff when an appointment is booked, rescheduled, or canceled. Notifications serve as a confirmation or acknowledgment to customer requests, while also keeping the staff updated with business events.
 
Additionally, you can set reminders that are automatically triggered at specified times before an appointment.

To send SMS notifications, you are required to create a connection with one of the applicable SMS service providers.

The content of notifications is customizable for SMS and email individually. You can insert predefined variables which store useful information, like Customer Name, Appointment ID, Staff Name, and so on. Find the full list of variables here

Note: The notification preferences made here are just templates. They will be used by services created newly. But these preferences can be overridden for one-on-one services only under the Service Notifications section. Services Notifications are not applicable to group bookings and resources.

To access the Notifications section, click the Manage Business   icon  in the top-right corner, then click Workspaces.




Click the required workspace, and select Notifications


  1. Enable notifications

    1. Click  For Staff if you want to set notifications for your staff. Click  For Customers if you want to set notifications for your customers.


    2. Check the events under Email, for which an email notification must be triggered. Check the events under SMS, for which an SMS notification must be triggered.


  1. Set reminders

  1. 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 reminder checkbox has to be checked for it to be enabled.

  1. Customize notification content

    1. Click Customize for the corresponding event. For example, to customize the Email notification to a customer when an appointment is booked, click Customize for Booked under Email.


    2. Enter your preferred content in the editor. To select the predefined variables, click  Insert Variables , then select the required variable from the dropdown.

    3. Click  Save.

Pre-defined variables

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

Variable Name

Description

Business Contact Number

The contact number for your business. Learn how to set the contact number for your business.

Staff Name

Name of the staff member who is associated to the selected event.

Service Name

Name of the concerning service.

Appointment Id

ID of the appointment.

Appointment From Date

Date on which the appointment starts.

Appointment From Time

Time at which the appointment starts.

Appointment To Date

Date on which the appointment ends.

Appointment To Time

Time at which the appointment ends.

Booking Id

ID of the booking.

Booking Summary URL

Link to the Booking summary.

Booking Timezone

Timezone in which the booking has been made.

Booking Start Time

Time when the booking starts.

Appointment Reschedule Url

Link using which the appointment can be rescheduled.

Appointment Cancel Url

Link using which the appointment can be canceled.

Booknow Link

Link using which a new appointment can be booked for the concerning event.

Customer Name

Name of the customer.

Customer Email

Email of the customer.

Customer Contact Number

Contact number of the customer.

Zoho Meeting Info

Link to the online appointment in Zoho Meeting. 



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