Notifications in Amelia WordPress Booking Plugin

Understanding how Notifications work

Notifications are the emails that are sent to your customers and employees to alert them about some event. There are three different types of notifications by the time of the sending. They can be sent:

  1. Right after some event gets triggered.
  2. In the scheduled specified time after the appointment.
  3. In the scheduled specified time of the day.

For the 2. and 3. notifications types, it is necessary to set up a cron job on your server. You can see below how to configure these notifications.

Notifications are divided into two tabs:

  • To Customer – here you will find notifications you can enable/disable for sending to the customer, and
  • To Employee – here you will find notifications you can enable/disable for sending to the employee.

There are five notification types that are same for customer and employee: Appointment Approved, Appointment Pending, Appointment Rejected, Appointment Canceled and Appointment Rescheduled; and three that are available only for the customer: Appointment Next Day Reminder, Appointment Follow Up and Birthday Greeting. We will briefly explain each of them.

Appointment Approved

This email message will be sent right after your customer finishes the booking procedure, or after an appointment is created from the back-end of the plugin, if the default status of your appointment is Approved. This notification is available for both – the customer and the employee, but you can uncheck for one of them if you don’t want it to be sent to both sides.

Please note: If you want to send this email notification right after the appointment is scheduled, make sure you’ve set “Default Appointment Status” as Approved in General Setting. If you’ve set “Default Appointment Status” as Pending this notification will be sent after you manually change appointment status on the back-end. More about this you can read here.

Appointment Pending

This is an email that will be sent when the appointment is created but with the Pending status. You can set your “Default Appointment Status” as Pending, so every time when a new appointment is created this email will be sent. The appointment will get a Pending status, so you will need to manually confirm it in the back-end of the plugin.

Appointment Rejected

This is an email that will be sent after the appointment is rejected by the administrator or manager. You can enable it for the customer and the employee because in the current version of the plugin, employees are not allowed to change appointment statuses. So, after your administrator or manager rejects the appointment the customer and/or employee will get an email about this action.

Appointment Canceled

This is an email that will be sent after your customer cancels the appointment. Cancel option is available for customers at the back-end of the plugin, so once they click on the Cancel button an email about this action will be sent to your customer and/or employee.

Appointment Rescheduled

This is an email that will be sent after the appointment is rescheduled for some other date and/or time. Administrator and manager can move appointment in the calendar or edit date and time in “Edit Appointment” dialog. In both ways, if you enable this notification after the appointment is moved, your customer and/or employee will get a notice about it.

Appointment Next Day Reminder

This is one of the three notifications available only to the customer. With this notification you can remind your customer about the next day appointment. In the upper right side of the page, you will see an option Scheduled For where you can choose a time when this notification will be sent. Once you’ve chosen the time and message, click on the Save button, otherwise, the chosen time for the notification will not be saved.

Appointment Follow Up

With this notification, you can send a follow-up email to your customer to thank for coming or give some additional information. In the upper right side of the page, you will see an option to choose a time and schedule this email. If you choose 1 hour, for example, this email will be sent to your customer 1 hour after the appointment. When you’ve finished configuring the notification, click Save and your notification message will be saved for sending.

Birthday Greeting

With this email, you can congratulate your customer on a birthday. To be able to send this email you need to have filled Date of Birth option in customer’s dialog. Choose a birthday greeting text, a time in Scheduled For option when this email will be sent, and click Save to keep your settings.

Configuring Notifications

To set up notifications you have to first configure “Notification Settings” on Amelia Booking Settings page. Settings that are mandatory are “Sender Name” and “Sender Email”. By the default, Mail Service is set to “PHP Mail” but we strongly recommend to change it to any other mail server.

Each notification is enabled by default and it is possible to disable notifications if you want to prevent these from being sent. Also, it comes with the default “Subject” and “Message” that can be changed. In the “Subject” and in the “Message” it is possible to use placeholders. Click on the Show Email Codes button in the upper right side of the Notifications page and dialog with placeholders will appear. Choose the one you need, click on it, the placeholder will be copied, and then paste it into the text area. In the real notifications that are received by your customers and employees, placeholders will be replaced with the real data.

Scheduled notifications require a bit of additional configuration with your server cron scheduler. The command that has to be added can be found on the “Notifications” page when notification that requires scheduling is active. You can recognize these notifications by the clock icon next to the notification name. Copy command and paste it in the cron file. The command looks like this:

*/15 * * * *

You can see the more detailed tutorial how to set up cron at this link.

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