Setting-up Email Notifications for Appointments and Memberships
Use these notification features to give your clients, instructors, and staff complete visibility of their membership status and appointments.
Rosalie Roxas
Last Update há 3 anos
With AOT, you can control when and who in your business receives email notifications for events or updates related to bookings, appointments, and memberships such as packages and subscriptions. You can use this feature to notify your clients, members, and staff about the complete visibility of the status of their appointments, subscriptions, and purchased packages.
Booking & Appointment Notifications
| Appointment Booked | Sent when an appointment is booked |
| Appointment Cancelled | Sent when an appointment is canceled |
| Appointment No Show | Sent when there is no recorded check-in for an appointment |
| Appointment Rescheduled | Sent when an appointment is rescheduled |
| Class Series Booked | Sent when an appointment is rescheduled |
| Appointment Upcoming | Sent as a reminder to clients before an appointment begins |
Membership Notifications
| Package Cancelled | A client has canceled their purchase of a package. |
| Package Purchased | A client has purchased a package. |
| Subscription Renewal Failed | A client’s subscription has failed to renew. |
| Renewal Retry Limit Reached | A client has reached the maximum renewal entry limit to their subscription. |
| Renewal Upcoming | A client’s subscription renewal is occurring soon, an email notification will be sent as a reminder to clients before an automatic subscription renewal. |
| Subscription Renewed | A client’s subscription has been successfully renewed. |
| Subscription Cancelled | A client’s subscription has been canceled. |
| Subscription Purchased | A client has purchased a subscription. |
Configure your notifications with AOT
By DEFAULT, AOT automatically sends email notifications for bookings and membership purchases to the customers, instructors, and admin.
To view the available options for managing notifications on the Notifications page, select Notifications on the AOT sidebar.
Enable or disable the notifications reminder by ticking the toggle button. For example under the Booking and Appointment Notifications, select the notification you want to enable.
You can also configure which notification should go through a specific service and recipient.
- All Services
- Selected Services Only
- Clients Only
- Clients and Instructors/Staff
- Clients, Instructors, and Admin
Do the same process with your membership notifications.
PRO Tip: If you connect AOT with Google Calendar. AOT will send an email invitation so that you can synchronize events to both of your calendars.
Automated Email Notifications
With AOT, you can manually add a customer with appointments and purchase memberships. But, whether you manually add them, your customers will still receive the same email notifications as a reminder.
For example, a customer booked an appointment. Your customer has an option to change or cancel the appointment.
To keep updated, your customer has the ability to add the event to the preferred calendar. For now, only Google Calendar works with AOT.
Your staff or instructors will receive the same notification if you include them in the email recipient settings.
Email Reminder Frequency for Appointments and Memberships
For appointment bookings and membership renewal, you can set a schedule on when should the system send the email reminders.
Set email reminder frequency for Booking/Appointment
Appointment No Show
This is for customers who did not appear on their scheduled appointment or when there are no recorded check-ins. You can notify your instructors a day or even an hour after the specified schedule.
- Go to Email Settings
- Set the frequency of email reminders in days, hours, and minutes.
- You can schedule up to 9 email reminders.
Appointment Upcoming
Notify your customers or instructors of their upcoming appointments a few days or hours before the scheduled date and time
- Go to Email Settings
- Set the frequency of email reminders in days, hours, and minutes.
- You can schedule up to 9 email reminders.
Set email reminder frequency for Memberships
Depending on how you set up your subscription cycles and renewal, you can send a reminder to your client and customers before an automatic subscription is renewed.
Renewal Upcoming
Use this feature to notify customers about their expiring subscription. Set an email reminder to your customers about their automatic subscription renewal a few days or even hours before the subscription is automatically renewed.
- Go to Email Settings
- Set the frequency of email reminders in days, hours, and minutes.
- You can schedule up to 9 email reminders.
Once you’re all set, click “Save”.
Still need help? Reach out to us anytime via live chat at the bottom of this screen. If we're not around, we will get back to you as soon as we can. You can also email us at [email protected].