Forum Discussion
Scheduled appointment email notification
I have assigned one employee from my Staff for one service that we are offering, but when a customer makes an appointment, only customer recives a email notification, but i want employee to also get ...
Gabriel_Valdez
Microsoft
MicrosoftHi Aleksandar,
Thanks for your question!
Staff members are not set to get an email notification, they will get an event created automatically in their calendar.
A workaround for this is to set your staff members as Administrator and make sure the "Notify the business via email when a booking is created or changed" checkbox is ticked in the "Booking page". If you have selected to have different scheduling policies for each service, then you'll have to make sure that checkbox is ticked also in the "Services" tab.
Please, let me know if this helps.
Thanks!
Thanks for your question!
Staff members are not set to get an email notification, they will get an event created automatically in their calendar.
A workaround for this is to set your staff members as Administrator and make sure the "Notify the business via email when a booking is created or changed" checkbox is ticked in the "Booking page". If you have selected to have different scheduling policies for each service, then you'll have to make sure that checkbox is ticked also in the "Services" tab.
Please, let me know if this helps.
Thanks!
I am having a slightly different issue. both the customer and I get an e-mail confirmation for the booking but there is no additional information. We have gone in and required four different additional pieces of information including a couple of custom pieces. I have gone in and tested and indeed I cannot complete the booking without all of the required information. However, when I get the booking, none of that information is there.
I get the person's name and a time... No e-mail address, No, callback number, none of the required additional information.
I've stared at the settings multiple times to figure out what I'm missing and there just aren't that many settings for this feature. I looked it up on the Microsoft support site and still nothing.
Not receiving that information creates a lot of extra work, meaning that I have to go and look everything up...
E-mail
Phone
Reason for Request ( if possible or available )
Work Ticket Number if there is one associated with the booking
Any assistance that you can provide would be greatly appreciated.
I found a work around by creating Notification/reminders for the calls.
Under each Service, you can click edit then select Notifications (on my screen over to the left).
From there, I add a 3 day out reminder to the staff. A 1 day out reminder to the staff/client, and a 1 hour reminder to the staff. In my case, I also added a 15 minute reminder for the staff.
This way, no matter where in the timescale a customer has scheduled a call, there will be a series of notifications that come through to prevent a miss. 3 days seems sufficient to cover most days off, and the 1 hour and 15 minute reminders are great in case some distraction has come up.
Instead of doing this for each service, it saved me time to just update these notification on one service, then duplicate it and update any applicable info, this way the notifications were standard across all service types.
Hope this helps someone.
Unfortunately, this does not solve the problem of wanting the booking information available somewhere other than with the supplied customer, or staff member emails. I do like the reminder functionality quite a bit though.
Forms does not have a native solution I'm aware of to send the information from completed fields in the appointment notification emails. There is now a Bookings connector for Power Automate though! So you can use Power Automate to customize a notification email or send another email after the notification.
- Gabriel_Valdez
ppickeri maybe Jessica_Wilczek can help.
Gabriel_Valdez ppickeri Jessica_Wilczek Sorry to resurrect an old thread, but has there been any development on this? My users are also pointing out that the default email notifications are lacking some key information, and it is quite cumbersome for them to open the bookings page, open the calendar item on the bookings page calendar, then view the appointment, just to get the information from a custom field. It would be great if the required fields information was also present in the email notifications.
Unlike the problem described by previous people, I am receiving email confirmations for the company & employee, but for the client it is not always the case. On a test booking I did with my Hotmail email address, I did receive a confirmation. So did a friend of mine that tested a booking on my page, and he did it with his domain name email. But a booking from my Internet provider email (@videotron.ca) does not generate an email confirmation. I even checked my webmail version to see if I had anything in a spam folder of some sort and there is nothing. I cancelled those bookings from the company Bookings page and no email was sent to the "client" either.
Right now, it means that if I can't be sure the client will receive an email confirmation, I will have to manually send something?
Can we even be sure that email reminders will go through?
Thanks!
I confirm that staff receives:
1- Email as a notification
2- Email as a meeting invite (will appear in the calendar as a grayed out item until it get approved)
I have tested this with hotmail & gmail account and it was working.
hello, what did you set for the staff to receive a confirmation? I have check the box (under staff) for him to receive the email but it doesnt work after a dummy booking through the system.
thanks for your help!
- I have already tried that before posting my question, a staff member is only receving a popup notification for a new appointment, but no email notification, so that staff member only knows there is a new appointment if she visits her office 365 profile. If there was an email notifications that staff member could also get notified by email app on a smartphone...
