{"id":5534,"date":"2025-01-04T00:00:00","date_gmt":"2025-01-03T23:00:00","guid":{"rendered":"https:\/\/sitedu.de\/?post_type=kb-articles&#038;p=5534"},"modified":"2026-02-11T19:01:45","modified_gmt":"2026-02-11T18:01:45","password":"","slug":"email-notifications","status":"publish","type":"docs","link":"https:\/\/sitedu.de\/en\/docs\/email-notifications\/","title":{"rendered":"Email Notifications"},"content":{"rendered":"<p class=\"wp-block-paragraph\">The primary method of notifications in SiteDude Booking is through&nbsp;<strong>Email Notifications<\/strong>. These notifications are essential for informing both your customers and employees about various updates such as new appointments, rescheduled appointments, cancelations, and rejections, as well as appointment reminders and follow-ups.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">To access the Email Notifications templates, navigate to the \u201c<strong>Settings<\/strong>\u201d tab in the bottom left corner. From there, expand the&nbsp;<strong>Email Notifications<\/strong>&nbsp;section and select \u201c<strong>Email Notifications<\/strong>\u201c. This will take you directly to the templates for customer notifications.<\/p>\n\n\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/trafft.com\/wp-content\/uploads\/2024\/04\/access-email-notif.png\" alt=\"\"\/><\/figure>\n\n\n\n<p class=\"wp-block-paragraph\">There are two types of email notifications in SiteDude Booking:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li><strong>Action-triggered<\/strong>&nbsp;notifications: These notifications are triggered when specific actions are completed. The actions include \u201cAppointment Booked\u201d, \u201cAppointment Rejected\u201d, \u201cAppointment Canceled\u201d, \u201cAppointment Status Changed\u201d, and \u201cAppointment Rescheduled\u201d.<\/li>\n\n\n\n<li><strong>Scheduled<\/strong>&nbsp;notifications: These notifications are triggered based on the defined time before or after an appointment. The scheduled notifications include&nbsp;<strong>Reminder<\/strong>&nbsp;and&nbsp;<strong>Follow-up<\/strong>&nbsp;email templates.<\/li>\n<\/ol>\n\n\n\n<p class=\"wp-block-paragraph\">All email templates in SiteDude Booking allow you to add up to 3 Cc and 3 Bcc email addresses, ensuring the emails are sent to these additional recipients.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">By default, all templates except for the&nbsp;<strong>Birthday Greeting<\/strong> are enabled. However, you have the option to disable any template you don\u2019t want to be sent. Simply click on a template, and you\u2019ll find a toggle button next to the template name (above the Subject).<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">There are 6 notification templates that are shared between&nbsp;<strong>Customers<\/strong>&nbsp;and&nbsp;<strong>Employees<\/strong>. These templates need to be configured separately to ensure the right emails are sent to the right recipients:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Appointment Approved<\/li>\n\n\n\n<li>Appointment Pending<\/li>\n\n\n\n<li>Appointment Rejected<\/li>\n\n\n\n<li>Appointment Canceled<\/li>\n\n\n\n<li>Appointment Rescheduled<\/li>\n\n\n\n<li>Appointment Reminder<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">Additionally, default notification templates for&nbsp;<strong>Customers<\/strong>&nbsp;include:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Appointment Follow Up<\/li>\n\n\n\n<li>Birthday Greeting<\/li>\n\n\n\n<li>Coupon Code<\/li>\n\n\n\n<li>Appointment Invoice<\/li>\n\n\n\n<li>Password Reset<\/li>\n\n\n\n<li>Login link<\/li>\n\n\n\n<li>Appointment No Show<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">For&nbsp;<strong>Employees<\/strong>, default notification templates include:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Password Reset<\/li>\n\n\n\n<li>Login Password<\/li>\n\n\n\n<li>Login link<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">We will now delve into each of these notification types in detail below.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Beneath the subject field, you have the option to add Cc (Carbon Copy) and\/or Bcc (Blind Carbon Copy) email addresses. This feature allows other members of your company to receive the emails that are automatically sent out by SiteDude Booking.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">You can add up to 3 additional email addresses for both Cc and Bcc fields, totaling 6 email addresses. To add multiple addresses, simply type each email address manually and press ENTER after each entry.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Please note<\/strong>: if you wish to create additional notifications and further customize them to your preferences, you have the option to enable the&nbsp;<a href=\"https:\/\/sitedu.de\/en\/docs\/custom-notifications\/\" class=\"ek-link\"><strong>Custom Notifications<\/strong>&nbsp;feature<\/a>.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Appointment Approved<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">This template will be sent when the appointment status is set to \u201cApproved\u201d. To ensure this template is sent immediately after the booking is made, the&nbsp;<strong>Default Appointment Status<\/strong>&nbsp;in the&nbsp;<strong>General Settings<\/strong>&nbsp;of SiteDude Booking needs to be set to \u201cApproved\u201d. If the default status is set to \u201cPending\u201d, this notification will be sent after the appointment\u2019s status is manually changed to&nbsp;<strong>Approved&nbsp;<\/strong>on&nbsp;the&nbsp;<strong>Appointments<\/strong>&nbsp;page.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">This notification is available for both customers and employees, but it can be disabled by toggling the button above the Subject of the template.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Appointment Pending<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">If the&nbsp;<strong>Default Appointment Status<\/strong>&nbsp;in&nbsp;<strong>General Settings<\/strong>&nbsp;is set to&nbsp;<strong>Pending<\/strong>, this notification will be sent as soon as the appointment is booked. Similar to the&nbsp;<strong>Appointment Approved&nbsp;<\/strong>notification, this one exists for both customers and employees. You can toggle the slider above the Subject of the template to disable it if needed.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Appointment Rejected<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">This template serves the purpose of informing customers and employees that the appointment has been rejected.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Changing the status of the appointment to \u201cRejected\u201d in the&nbsp;<strong>Appointments<\/strong>&nbsp;section will automatically trigger this notification (if enabled) for both the customer and the employee.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Appointment Canceled<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">The&nbsp;<strong>Appointment Canceled<\/strong>&nbsp;email template is slightly different from the \u201cAppointment Rejected\u201d template. Customers can cancel their appointments in two ways: (1) by using the appointment cancellation placeholders added to the \u201cAppointment Approved\u201d and\/or \u201cAppointment Pending\u201d email templates, or (2) through their customer profile if they are a registered user with access to log into their profile on your Booking Website. When a customer cancels their appointment, this notification will be sent to the customer and the employee (if both are enabled).<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Additionally, you can also cancel an appointment from the&nbsp;<strong>Appointments<\/strong>&nbsp;section by changing its status. The purpose of keeping this status available in the back-end is to differentiate between a rejected appointment, which may be due to past customer behavior, and a canceled appointment, which might occur due to unforeseen circumstances such as an employee falling ill and no one being available to cover the appointment.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Ultimately, the choice of status in the back-end and the content and enablement of these templates are up to you.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Appointment Rescheduled<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">The&nbsp;<strong>Appointment Rescheduled<\/strong>&nbsp;notification is triggered when you change the date and\/or time of an appointment.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Customers can also reschedule their appointments using the appointment rescheduling placeholders in the \u201cAppointment Approved\u201d and\/or \u201cAppointment Pending\u201d email templates. Additionally, registered customers can reschedule by logging into their customer profiles on your&nbsp;<strong>Booking Website<\/strong>.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Appointment Reminder<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">This is a default notification template designed to remind your customers and employees about upcoming appointments, which can significantly reduce no-shows.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Under the template\u2019s Subject, you\u2019ll find the \u201cBefore Appointment\u201d drop-down menu where you can select how long&nbsp;<strong>before<\/strong>&nbsp;the appointment this notification will be sent. By default, it\u2019s set to \u201c1 day\u201d. For example, if an appointment is scheduled for December 2nd at 12:00, this email will be sent on December 1st at 12:00.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The shortest interval is \u201c30 minutes\u201d and the longest interval is \u201c1 week\u201d before the appointment.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Appointment Follow Up<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">The&nbsp;<strong>Appointment Follow Up<\/strong>&nbsp;template is designed for reaching out to customers after their appointments. This email can serve various purposes, such as thanking customers for choosing your business, providing additional information, inviting them for future treatments, or kindly asking for a positive review. Utilizing this template can significantly increase customer retention rates.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Below the Subject line, you\u2019ll find the \u201c<strong>After Appointment<\/strong>\u201d option where you can select when the email will be sent after the appointment ends. The intervals range from \u201c30 minutes\u201d to \u201c1 week\u201d after the appointment.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">This is the first default email template that is exclusively for customers. If you also want to send a follow-up email to your employees, you can enable the&nbsp;<strong>Custom Notifications<\/strong>&nbsp;feature&nbsp;and configure a new notification for them.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Birthday Greeting<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">The&nbsp;<strong>Birthday Greeting<\/strong>&nbsp;notification is initially disabled, so you\u2019ll need to enable it by toggling the slider next to the template title.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">This notification is exclusive to customers and is primarily used to send birthday wishes along with any special offers you may have for their special day.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">To trigger this email, customers must have their&nbsp;<strong>Date of Birth<\/strong>&nbsp;filled out in their profile. Below the Subject line, you\u2019ll find the \u201c<strong>Scheduled For<\/strong>\u201d dropdown where you can set the time of day when the email will be sent on a customer\u2019s birthday. The default time is set to 17:00 (5 pm).<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Coupon Code<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">The&nbsp;<strong>Coupon Code<\/strong>&nbsp;notification is triggered when you click on the \u201c<strong>Send to Customer<\/strong>\u201d option next to each coupon created on the&nbsp;<a href=\"https:\/\/sitedu.de\/en\/docs\/finances-coupons\/#coupons\" class=\"ek-link\"><strong>Coupons Page<\/strong><\/a>. This email notification allows you to engage in email marketing by offering discounts to your valued customers when they book your services.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Appointment Invoice<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">The Appointment Invoice notification is triggered when you click on the \u201cSend Invoice\u201d option next to each created invoice on the&nbsp;<a href=\"https:\/\/sitedu.de\/en\/docs\/finances-coupons\/#invoices\" class=\"ek-link\">Invoice page<\/a>. This email notification assists you in tailoring email messages for sending invoices to your customers.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Password Reset<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">The Password Reset notification allows you to personalize password recovery emails for both customers and employees with various customizations. This email is triggered when the customer or employee clicks on the \u201cReset Password\u201d option during the login process.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Password Reset<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">This template is sent when the customer clicks the \u201cForgot Password\u201d option when they try and log into their profile either through the booking process, or in the front end Customer Panel.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Login Link\/Login Password<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">These two notifications serve different purposes in inviting users to log into their accounts. The \u201c<strong>Login link<\/strong>\u201d template is applicable to both customers and employees. It invites the user to set a password by visiting a link provided in the email.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">On the other hand, the \u201c<strong>Login Password<\/strong>\u201d notification is specifically for employees. It provides the user with the password that was configured when enabling login for the employee.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Appointment No Show<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">The \u201c<strong>No Show<\/strong>\u201d template is triggered when an appointment status is changed to \u201cNo-Show\u201d. This status can only be set after the appointment\u2019s scheduled start time has passed. In case a customer misses their appointment, changing the status will automatically send this template to the customer. It\u2019s designed to inquire about the reasons for missing the appointment. As with all templates, you have the flexibility to customize the content to suit your needs.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Testing the Email Templates<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Each email template can be tested to preview what it looks like for your customers. Simply click on the three-dots menu in the top right corner of the template editor, then select \u201cSend Test Email\u201d.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Please note that test emails will not convert auto-generated placeholders (such as Zoom links, Google Meet links, Microsoft Teams links, Zoom Meeting links, etc.), so if you see a placeholder in the test email, that is expected.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">It\u2019s important to know that the test emails are automatically sent to your own email address and cannot be redirected to another email. Additionally, any Cc and Bcc email addresses added to the template will not receive these test emails.<\/p>\n\n\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/trafft.com\/wp-content\/uploads\/2023\/12\/test-email.png\" alt=\"\"\/><\/figure>\n\n\n\n<h3 class=\"wp-block-heading\">Using Placeholders in Email Notification Templates<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Each of these notifications allows you to see options above the body of the email where you can choose and add email placeholders. Place your cursor in the template where you want to add a new placeholder, open any of the dropdowns, and click on the placeholder that you need.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The placeholder will be automatically added to the template. You can add as many as you want. All these placeholders will be replaced with real data from bookings, services, employees, locations, company details, etc. If on the other hand, there is no data for that placeholder then the placeholder will be replaced with an empty space.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Once you finish setting up all email templates \u2013 don\u2019t forget to click&nbsp;<strong>\u201cSave Settings\u201d<\/strong>.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"reschedule\">Adding the Reschedule Link in Notification Templates<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">You can allow your customers to reschedule the appointment directly from one of the notifications that they receive, by adding the \u201c<strong>Reschedule Link<\/strong>\u201d placeholder, which can be found in the&nbsp;<strong>Appointment<\/strong>&nbsp;dropdown. This placeholder will be replaced by a link in your notifications, which will redirect your customers to choose the new date and time for their appointment, after which the appointment will be rescheduled.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">There are two available placeholders: {{appointment_reschedule_link_short}} which will send out a shortened link for rescheduling, and {{appointment_reschedule_link}} which will send out a full-length link for rescheduling.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"reschedule\">Adding the Cancelation Link in Notification Templates<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">If you want to allow your customers to cancel the appointment directly from one of the notifications that they receive, you can add either the \u201c<strong>Cancel Link<\/strong>\u201c, or the \u201c<strong>Cancel Link Short<\/strong>\u201d placeholder, which you can find in the Appointment dropdown. These placeholders will be replaced by a link in your notifications so that your customers can click on it and their appointment will be canceled.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">You can also set the redirection pages, where the customer will be redirected after clicking on the cancelation link. To set this, you need to access the&nbsp;<strong>Customize<\/strong>&nbsp;section, enable the \u201c<strong>Use custom appointment cancellation URL\u201d<\/strong>&nbsp;option, and enter the URL link for a page they will be redirected to if their cancelation is successful and the URL link for a page they will be redirected to if their cancelation is not successful.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">If you don\u2019t wish to set these pages, and you leave the option disabled, your customers will be guided to special pages on your booking website that confirm either a successful or unsuccessful cancelation.<\/p>\n\n\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/trafft.com\/wp-content\/uploads\/2023\/12\/custom-cancelation-url.png\" alt=\"\"\/><\/figure>\n\n\n\n<h3 class=\"wp-block-heading\">\u201cReply to\u201d option<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Customers can answer emails sent from SiteDude Booking, so we\u2019ve implemented the option where admins will be able to add an email address for replies. If your customers want to ask you something or update some information, they will send it directly to your email address after they receive the email(s) you enabled in the settings as automated notifications.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">By default, \u201cSet email for replies\u201d is disabled. When you enable it, you need to enter the email address that the customer\u2019s responses will go to.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Custom Notifications<\/strong><\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Custom Notifications is a&nbsp;<strong>custom feature<\/strong>&nbsp;that needs to be enabled by the SiteDu.de Team.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Once enabled, you can click on the \u201cCreate Notification\u201d button in the top right corner of&nbsp;<strong>Email Notifications<\/strong>&nbsp;and create new (custom) notifications for specific services, specific appointment statuses, or custom scheduled notifications.<\/p>","protected":false},"excerpt":{"rendered":"<p>The primary method of notifications in SiteDude Booking is through&nbsp;Email Notifications. These notifications are essential for informing both your customers and employees about various updates such as new appointments, rescheduled appointments, cancelations, and rejections, as well as appointment reminders and follow-ups. To access the Email Notifications templates, navigate to the \u201cSettings\u201d tab in the bottom [&hellip;]<\/p>\n","protected":false},"author":1,"featured_media":0,"comment_status":"open","ping_status":"open","template":"","meta":{"_eb_attr":"","_eb_data_table":"","footnotes":""},"doc_category":[494],"doc_tag":[],"knowledge_base":[485],"class_list":["post-5534","docs","type-docs","status-publish","hentry","doc_category-configuring-sitedude-booking","knowledge_base-sitedude-booking"],"year_month":"2026-08","word_count":2197,"total_views":"6","reactions":{"happy":"0","normal":"0","sad":"0"},"author_info":{"name":"SiteDu.de","author_nicename":"cyzdk","author_url":"https:\/\/sitedu.de\/en\/account\/cyzdk\/"},"doc_category_info":[{"term_name":"Configuring SiteDude Booking","term_url":"https:\/\/sitedu.de\/en\/docs\/sitedude-booking\/configuring-sitedude-booking\/"}],"doc_tag_info":[],"knowledge_base_info":[{"term_name":"SiteDu.de Booking","term_url":"https:\/\/sitedu.de\/en\/docs\/sitedude-booking\/","term_slug":"sitedude-booking"}],"knowledge_base_slug":["sitedude-booking"],"_links":{"self":[{"href":"https:\/\/sitedu.de\/en\/wp-json\/wp\/v2\/docs\/5534","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/sitedu.de\/en\/wp-json\/wp\/v2\/docs"}],"about":[{"href":"https:\/\/sitedu.de\/en\/wp-json\/wp\/v2\/types\/docs"}],"author":[{"embeddable":true,"href":"https:\/\/sitedu.de\/en\/wp-json\/wp\/v2\/users\/1"}],"replies":[{"embeddable":true,"href":"https:\/\/sitedu.de\/en\/wp-json\/wp\/v2\/comments?post=5534"}],"version-history":[{"count":1,"href":"https:\/\/sitedu.de\/en\/wp-json\/wp\/v2\/docs\/5534\/revisions"}],"predecessor-version":[{"id":7747,"href":"https:\/\/sitedu.de\/en\/wp-json\/wp\/v2\/docs\/5534\/revisions\/7747"}],"wp:attachment":[{"href":"https:\/\/sitedu.de\/en\/wp-json\/wp\/v2\/media?parent=5534"}],"wp:term":[{"taxonomy":"doc_category","embeddable":true,"href":"https:\/\/sitedu.de\/en\/wp-json\/wp\/v2\/doc_category?post=5534"},{"taxonomy":"doc_tag","embeddable":true,"href":"https:\/\/sitedu.de\/en\/wp-json\/wp\/v2\/doc_tag?post=5534"},{"taxonomy":"knowledge_base","embeddable":true,"href":"https:\/\/sitedu.de\/en\/wp-json\/wp\/v2\/knowledge_base?post=5534"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}