Email notifications
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
After a patient books, the next few messages shape how much they trust you.
No email arrives, so the patient calls to check. Or worse, they book again somewhere else just to be sure.
A new inquiry sits in a website inbox nobody opens until Monday. The patient waited all weekend for a reply.
A patient cancels, then still receives a cheerful reminder for the appointment they canceled.
How it works
Each email is triggered by something that really happened to the appointment or inquiry. Nobody on your team has to send them.
They get a “booking received” email, or an automatic reply to their inquiry.
A new-booking or new-lead alert goes to your team by email, so someone can act on it.
Whether you confirm manually or bookings confirm instantly, the patient gets a confirmation email.
Rescheduled and canceled appointments each send their own email, and outdated messages are dropped.
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
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:
When a patient sends an inquiry, they get an automatic reply right 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.
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.
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.
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.
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.
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
Plain limits, so there are no surprises later.
FAQ
Booking received, booking confirmed, rescheduled, canceled, and a reminder before a confirmed appointment. Patients who send an inquiry also get an automatic reply.
Yes. New-booking and new-lead alerts are emailed to your team, and every inquiry also appears in the lead inbox.
The reminder is dropped automatically. Emails for appointments that were canceled, moved or already started are never sent.
Yes. Reminder timing is one of your settings in the admin panel.
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.
Yes, reminders only. Patients who ask for a text get an SMS reminder through Twilio, when your clinic switches SMS on. See SMS reminders.
Book a demo and we'll book, confirm and move an appointment on our demo clinic while you watch the emails come in.