Email notifications
Appointment confirmation emails that send themselves
Patients hear from your clinic at every step of a booking, and your team hears the moment a new lead or booking arrives. Emails about appointments that changed are never sent.
From: Demo Clinic · To: sana@example.com
Your appointment is confirmed
See you Saturday
- Treatment
- Laser hair removal, full legs
- When
- Sat 20, 11:30 AM (ET)
- With
- Anyone available
- Arrival
- Please arrive 10 minutes early
Silence makes patients nervous
After a patient books, the next few messages shape how much they trust you.
“Did my booking go through?”
No email arrives, so the patient calls to check. Or worse, they book again somewhere else just to be sure.
The team finds out last
A new enquiry sits in a website inbox nobody opens until Monday. The patient waited all weekend for a reply.
Emails that contradict each other
A patient cancels, then still receives a cheerful reminder for the appointment they canceled.
How it works
Emails that follow the booking
Each email is triggered by something that really happened to the appointment or enquiry. Nobody on your team has to send them.
A patient books or enquires
They get a “booking received” email, or an automatic reply to their enquiry.
Your team is alerted
A new-booking or new-lead alert goes to your team by email, so someone can act on it.
The booking is confirmed
Whether you confirm manually or bookings confirm instantly, the patient gets a confirmation email.
Changes are shared
Rescheduled and canceled appointments each send their own email, and outdated messages are dropped.
A reminder before the visit
Confirmed appointments get a reminder email ahead of time, based on the reminder timing you set.
From: Demo Clinic · To: sana@example.com
Your appointment is confirmed
See you Saturday
- Treatment
- Laser hair removal, full legs
- When
- Sat 20, 11:30 AM (ET)
- With
- Anyone available
- Arrival
- Please arrive 10 minutes early
Every patient email, handled
Every patient who books hears from you by email, whether or not they opt in to WhatsApp. It covers the whole life of an appointment:
- Booking received, so the patient knows the request arrived
- Booking confirmed, once the appointment is agreed
- Rescheduled, when the appointment moves
- Canceled, whether the patient or the clinic canceled
- Reminder, sent before a confirmed appointment
A reply to every new enquiry
When a patient sends an enquiry, they get an automatic reply straight away. It tells them the clinic has their message, so they aren't left wondering whether the form worked.
Your reply-time promise, set once in the wording settings, appears across your website. Keep it honest, and patients know when to expect a real answer.
Your team hears first
New-lead and new-booking alerts go to your team by email. The front desk doesn't have to keep refreshing the admin panel to spot a new request.
Every lead also lands in the lead inbox, where your team can assign it, set a follow-up date and see how quickly it was first contacted.
Stale emails are dropped
If an appointment is canceled, moved or has already started, any email still waiting for the old appointment is dropped automatically.
A patient who moved from Monday to Friday gets a rescheduled email, then a reminder for Friday. They never get a reminder for Monday.
Reminders only for confirmed visits
Reminder emails go only to confirmed appointments. A request still waiting for your team to confirm gets a “booking received” email and nothing more until it is confirmed.
If an unconfirmed request expires, the patient is told kindly that the time wasn't confirmed. You can read more about expiry on the online booking page.
Email and WhatsApp together
Patients who opt in to WhatsApp also receive booking messages there through WhatsApp appointment reminders. Email remains the record that every patient gets.
In settings, you choose the reminder timing and whether WhatsApp is on. The admin dashboard shows whether email and WhatsApp are working, as part of its system status.
How clinics use booking emails
A med spa in the USA might rely on email as its main channel, with arrival instructions set in the wording settings for first-time clients. A private doctor can make sure patients have the confirmed time in writing before a consultation.
An eye clinic or a podiatry clinic with a busy front desk gets new-booking alerts in the inbox the team already watches, without adding another app to check.
Honest limits
What email notifications don't do
Plain limits, so there are no surprises later.
- No SMS. Patient messages go by email, and by WhatsApp for patients who opt in.
- Emails are about bookings and enquiries. There is no newsletter or bulk marketing email tool.
- Reminders only go to confirmed appointments, not to requests still waiting for your team.
- No payment receipts or deposit requests, because there are no online payments yet.
- English only for now.
Built for clinics like yours
FAQ
Questions clinics ask
Which emails do patients receive?
Booking received, booking confirmed, rescheduled, canceled, and a reminder before a confirmed appointment. Patients who send an enquiry also get an automatic reply.
Does our team get notified about new bookings?
Yes. New-booking and new-lead alerts are emailed to your team, and every enquiry also appears in the lead inbox.
What if a patient cancels after a reminder is scheduled?
The reminder is dropped automatically. Emails for appointments that were canceled, moved or already started are never sent.
Can we choose when reminders are sent?
Yes. Reminder timing is one of your settings in the admin panel.
Do patients need to opt in to emails?
Booking emails are part of making an appointment, so every patient who books gets them. WhatsApp messages are separate and only go to patients who opt in.
Can you send SMS reminders as well?
No. There are no SMS messages. Reminders go by email, and by WhatsApp for patients who opt in.
Watch the emails arrive
Book a demo and we'll book, confirm and move an appointment on our demo clinic while you watch the emails come in.