Booking Notifications
Stay informed about bookings with email notifications. Configure when you and your clients get notified.
How Notifications Work
The system automatically sends emails for booking events:
- New bookings
- Cancellations
- Reminders
- Confirmations
Types of Notifications
For You (The Trainer)
| Notification | When It’s Sent |
|---|---|
| New Booking | When a client books |
| Cancellation | When a booking is cancelled |
| No-Show Alert | If enabled, after a no-show |
| Daily Summary | Morning overview (if enabled) |
For Clients
| Notification | When It’s Sent |
|---|---|
| Booking Confirmation | Immediately after booking |
| Reminder | Before the session (configurable) |
| Cancellation Confirmation | When booking is cancelled |
| Reschedule Notice | When a session time changes |
Configuring Notifications
Go to Settings
Navigate to Settings → Notifications.
Choose Your Preferences
Toggle each notification type on or off.
Set Reminder Timing
Choose when reminders are sent (e.g., 24 hours before).
Save
Click Save to apply changes.
Trainer Notifications
New Booking Alerts
When a client books:
- Email to your registered address
- Includes session details, client info
- Link to view the booking
Cancellation Alerts
When a booking is cancelled:
- Immediate notification
- Reason if provided
- Refund status
Daily Summary
Optional morning email with:
- Today’s schedule
- Any pending bookings
- New clients needing PAR-Q review
Tip: Enable daily summary to start each day prepared, even if you don’t check the admin panel.
Client Notifications
Booking Confirmation
Sent immediately after booking:
- Session details
- Date and time
- Location or online meeting link
- Add to calendar option
- Your contact information
- Cancellation policy reminder
Session Reminders
Sent before the session:
| Timing | Purpose |
|---|---|
| 24 hours before | Main reminder, time to cancel if needed |
| 2 hours before | Final reminder |
| Day before (evening) | Next-day prep |
Choose which reminders to send in Settings.
Cancellation Confirmation
When a session is cancelled:
- Confirms the cancellation
- Refund or credit information
- Link to rebook
Customising Email Content
Some elements can be personalised:
Available Customizations
- Business name and logo
- Contact information
- Custom footer text
- Cancellation policy text
To Customize
- Go to Settings → Email Templates or Branding
- Update the content
- Preview the email
- Save changes
Troubleshooting
Clients Not Receiving Emails
Check:
- Client’s email is correct in their profile
- Emails aren’t going to spam/junk
- Your email domain is verified (in Settings)
- Client hasn’t unsubscribed
You’re Not Receiving Emails
Check:
- Your email address in Settings
- Your spam/junk folder
- Notification settings are enabled
- Email isn’t being filtered
Emails Going to Spam
To improve delivery:
- Ask clients to add your email to contacts
- Set up proper email authentication (ask support)
- Use a professional email domain
Best Practices
For Better Client Experience
- Send reminders (reduces no-shows by up to 50%)
- Include clear session details
- Provide easy cancellation info
- Add your contact for questions
For Your Sanity
- Enable new booking notifications
- Use daily summary for planning
- Turn off notifications you don’t need
- Set up mobile alerts if available
Integration Options
Calendar Sync
Bookings can sync to:
- Google Calendar
- Apple Calendar
- Outlook
Find calendar sync in Settings → Integrations.
SMS Notifications
Want text message reminders?
- Contact support to enable
- Additional charges may apply
- Highly effective for reducing no-shows