How to Configure Email and In-App Notifications for Appointments

Overview

Effective communication is crucial for managing appointments, and customizable notifications in PXME help streamline this process. You can configure both email and in-app notifications for bookings, cancellations, reschedules, reminders, and follow-ups to ensure everyone stays updated.

Why Customize Appointment Notifications?

Customizing notifications allows you to:

• Enhance communication with contacts, guests, and team members.

• Ensure timely updates and reminders.

• Align your messages with your branding and communication style.

Available Notification Options

PXME provides six key notification types:

1. Appointment Booked (Unconfirmed Status) – Sent when an appointment is booked with unconfirmed status.

2. Appointment Booked (Confirmed Status) – Sent when a booking is confirmed or updated to confirmed.

3. Cancellation Email – Sent when an appointment is canceled, marked as a no-show, or invalid.

4. Reschedule Email – Sent when the date or time is changed.

5. Reminder Email – Sent before the appointment, based on your timing preferences.

6. Follow-Up Email – Sent after the appointment, based on your timing preferences.

How to Set Up Appointment Notifications

Step 1: Navigate to the Notifications Tab

1. Go to Calendar Settings.

2. Click the pencil icon to edit the calendar you want to configure.

3. Select the Notifications tab.

Step 2: Customize Notification Settings

• Choose Receiver Types: Contacts, Guests, Users, or Additional Email Addresses.

• Customize Notification Content: Modify subject lines and body text, or use templates.

• Disable Notifications (Optional): Toggle off notifications for certain receiver types if not needed.

Configuring Email Notifications

1. Select the notification type (e.g., Reminder Email).

2. Switch to the Email tab and enable the toggle.

3. Customize subject and body text using the editor.

4. Add placeholders for personalized content.

5. Configure timing for reminders or follow-ups.

6. Send a test email to preview.

7. Save changes.

Key Benefit: You can control the “From” name, email address, and subject line. Custom values allow personalization for each recipient.

Configuring In-App Notifications

1. Go to the In-App tab for the notification type.

2. Select which users should receive notifications.

3. Enable the toggle to activate.

4. Configure timing for reminders and follow-ups.

Calendar Email Notifications and Smartlists

• Appointment filters can be customized by contact, source, and user role.

• Smartlists respect timezone settings, ensuring accurate appointment tracking.

• If linked data (like contacts) is deleted, PXME will flag the filter with an error message for troubleshooting.

Important Notes

• Custom Forms for Guests: Prevent duplicate confirmations by reviewing guest email settings.

• Default Settings: Admins or assigned users automatically receive notifications based on calendar type.

• Email Templates: Always include subject lines to avoid delivery issues.

Use Case Examples

Example 1: Reminder Email

• Send a reminder 24 hours before the appointment.

• Customize to include appointment details and reschedule links.

Example 2: Follow-Up Email

• Send a follow-up 48 hours after the appointment.

• Include a thank-you note and feedback form.

FAQs

Q1: Can I notify multiple email addresses for one appointment?
Yes, you can add extra recipients in the notification settings.

Q2: Can I turn off notifications for specific types?
Yes, simply toggle them off.

Q3: How do I test my notifications?
Use the Test Email feature in the settings.

Q4: Can I set multiple reminders or follow-ups?
Yes, you can configure multiple timing options.

Q5: What if I don’t customize notifications?
PXME will use default templates and timing.

Q6: Can I use custom values in notifications?
Yes, for “From” names, email addresses, and subjects.

Q7: What happens if linked data in a smartlist is deleted?
PXME will flag the filter with an error message.

Q8: Do filters respect time zones?
Yes, all time-based filters align with the user’s set timezone.