How do employee notifications work in Amelia

Employee notifications in Amelia keep staff members informed about new bookings, changes, cancellations, reminders, and access to the Employee panel. These messages are sent through email, SMS, or WhatsApp depending on which channels you activate under Settings → Notifications.

Whenever a customer books, updates, or cancels an appointment or event, Amelia checks which employee templates are enabled and then sends the appropriate message using the employee’s contact details stored in their profile.

For example, when a new appointment is created, the assigned employee can receive an immediate confirmation, a reminder the day before, and a scheduled follow up if you enable these templates for their channel.

Some employee notification templates and channel options depend on your Amelia license tier. Review the list of features and integrations before setting up complex notification flows.

What types of employee notifications are available?

Amelia offers employee notifications for both appointments and events, along with reminders, package or cart related updates, and Employee panel access messages. These notifications help keep staff members aware of upcoming work, schedule changes, and customer actions.

All templates can be viewed, enabled, and edited under Notifications, and they support dynamic placeholders covered in the notification placeholders article.

WhatsApp templates for employee messaging must be created and approved in Meta before they appear in Amelia, so only imported templates can be edited in the notification editor. You can find the full configuration guide in the WhatsApp templates article.

For advanced or non standard employee messages, you can also explore the Custom notifications feature.

Which appointment employee notifications exist in Amelia?

Approved – sent when an appointment with the employee is created with an Approved status or when the status is changed to Approved.
Pending – sent when an appointment is created with a Pending status and requires confirmation.
Rejected – sent when the appointment is rejected by an admin, manager, or an employee with permission to manage their appointments.
Canceled – sent when a customer cancels the appointment or when it is canceled in the back end.
Details changed – sent if the appointment’s assigned employee, location, or extras are updated; if time or date change, the Rescheduled template applies.
Rescheduled – sent when the date and/or time of the appointment changes.
Next day reminder (scheduled) – notifies the employee about appointments scheduled for the next day.
Package purchased – sent when a package is purchased that includes appointments assigned to the employee.
Package canceled – sent when a package with appointments assigned to the employee is canceled.
Cart purchased – sent when multiple appointments are booked at once and some of them involve the employee.
Waiting list confirmation – sent when a customer successfully joins the waiting list for one of the employee’s appointments.

Which event employee notifications can be used in Amelia?

Booked – sent when an attendee registers for an event assigned to the employee.
Canceled by admin – sent when the admin cancels an attendee’s participation or cancels the event.
Canceled by attendee – employee notifications for attendee cancellations are not sent individually; employees are notified only when the entire event is canceled.
Details changed – sent when event details such as staff assignment, date, time, or location change.
Rescheduled – sent when the whole event is moved to a new date or time.
Next day reminder (scheduled) – alerts the employee about events happening the next day.
Waiting list confirmation – sent when a customer joins the waiting list for an event assigned to the employee.

What are the other employee notifications in Amelia?

Panel access – sent when an employee profile is created and the admin defines a password during setup, giving them access to the Employee panel.
Panel recovery – sent when an employee uses the password recovery option on the Employee panel login screen.

How do employee notification templates work across channels?

Employee notifications work the same way across email, SMS, and WhatsApp, with the channel depending on what you configure under Notifications and on the contact information stored in the employee profile.

Email templates allow full formatting and rich placeholder information. SMS templates are short and rely on active SMS credits. WhatsApp templates use pre approved Meta formats that Amelia maps with placeholders after you enable the WhatsApp integration.

If several channels are available for the same employee template, Amelia sends all active versions when the trigger occurs.

How do you edit employee notification templates?

You can edit employee templates by opening the Notifications section and selecting the desired channel.

Each template can be turned on or off and customized with placeholders to include booking details such as service name, appointment time, customer information, event details, or internal notes. When editing reminders and other timing based notifications, use the Scheduled For selector in the upper right of the template editor to define when the message should be sent.

Always click Save after editing to apply your changes across all bookings assigned to employees.

If an employee notification does not send, check whether the employee has valid email or phone information in their profile, confirm that the template is enabled, and verify that the appointment or event status matches the trigger defined for that template.

What should you keep in mind when configuring employee notifications?

Verify that employee profiles contain correct email addresses and phone numbers before enabling SMS or WhatsApp notifications.
Adjust employee templates to include operational information such as internal notes, Zoom or Meet links, or full appointment metadata.
Test triggers by creating sample appointments and events assigned to employees to confirm notifications are delivered properly.
Use the available placeholders so employees receive complete and accurate booking information.
Do not rely on SMS or WhatsApp without checking SMS credit balance or confirming WhatsApp integration status.
Do not duplicate employee messages across multiple templates unless the scenario requires more than one notification.
Do not send overly long SMS or WhatsApp messages, since shorter content improves delivery and readability.
Do not ignore scheduled reminder timing, as employees depend on these alerts for daily planning.