When a booking is confirmed, the platform sends a confirmation email to the booker — and optionally to the calendar owner. This email is often the booker's only touchpoint between booking and arriving, so making it informative and well-branded matters.
What's included by default
The platform's default confirmation email includes:
- Date, time, duration of the booking.
- Calendar owner / resource details.
- Location address (if the calendar has one) or join link (for video meetings).
- Direct link to the booking detail page (where the user can later cancel or reschedule).
- Calendar attachment (.ics file) for adding to their personal calendar — works with Outlook, Google Calendar, Apple Calendar, and most other clients.
- Cancellation instructions.
Template choice
Pick the email template per booking calendar in its configuration. Different calendars can use different templates if you want distinct tone or branding per service.
Three real-world template patterns:
Pattern 1: Branded consumer-facing
Full HTML with logo, brand colours, friendly tone. Includes the booking details, prep instructions ("please arrive 5 minutes early"), and a button to add to calendar. Footer with policy links and contact info.
Pattern 2: Plain professional
Minimal HTML, body-text only. Date, time, location, what to bring. Suitable for B2B professional services where flashy branding isn't appropriate.
Pattern 3: Reminder-style follow-up
For longer-lead-time bookings (e.g. classes booked 2 months in advance), the initial confirmation gets a follow-up reminder closer to the date. Two templates: the initial "thanks, your booking is confirmed" and the reminder "your booking is tomorrow".
Merge tokens available
The template can reference any field on the booking record plus several platform-provided tokens:
##AMDATA_fieldname##— any field on the booking.##CALENDARNAME##— the calendar's display name.##CALENDAROWNER##— name of the owner.##SLOTDATE##,##SLOTTIME##— formatted date/time.##CANCELURL##— direct cancellation link.##RESCHEDULEURL##— direct reschedule link.##ICSURL##— link to the .ics calendar attachment.
Reminder emails
Beyond the initial confirmation, set up reminder emails to fire closer to the booking. Configurable intervals (24 hours before, 1 hour before) trigger a separate email template. Useful for reducing no-show rates — a reminder the day before a booking dramatically reduces forgotten appointments.
Cancellation and reschedule
If the booker cancels via the cancellation link in the email, the slot is freed up and the calendar owner is notified. If they reschedule, the platform shows them available slots and confirms the new time with a fresh confirmation email plus a cancellation note for the original slot.
Tip: Always include the cancellation link prominently. Bookers who can't easily cancel are more likely to no-show — which is worse than a clean cancellation because the slot stays blocked. A visible cancellation link increases the rate of clean cancellations and reduces no-shows.