Amelia's email notifications help you automate confirmations, reminders, and follow-ups for both appointments and events. They improve communication, reduce no-shows, and save you time — all while allowing you to fully customize the message content and timing.
They keep both customers and employees informed about appointments, events, and other actions. These notifications can be triggered immediately or scheduled to be sent before or after an appointment/event.
How Email Notifications Work
There are three possible sending times:
Immediately – when a booking is made, changed, canceled, etc.
Scheduled after an appointment or event – e.g., thank-you emails
Scheduled for a specific time of day – e.g., next-day reminders
Scheduled emails require a cron job. Learn more in the Scheduled Notifications guide →
Language Support
If you’ve added multiple languages in Settings → General, a language dropdown will appear in the top right corner of the Email Notifications page. This allows you to translate the Subject and Body of each template into every active language.
Amelia will send the appropriate version of the email based on the language the customer used when booking.
For this to work on the front-end, you must use a multilingual plugin like WPML or Polylang and translate your booking pages into the additional languages.
Only then will the language selection appear for the customer during the booking process.
If a translation is missing, Amelia will send the default version of the email.
Important Limitations
Notifications cannot be resent manually
You cannot choose specific recipients — notifications go to the customer/employee tied to the booking
Translations only appear after you add more languages in General Settings
When booking appointments from the back-end or through the Employee Panel, the language of the Notification can’t be changed
Types of Email Notifications
Amelia separates Appointment and Event notifications. Each of them has:
A Customer tab – emails sent to your clients
An Employee tab – emails sent to your staff
You can disable or customize any notification as needed. Default content is provided and can be edited using placeholders.
Common Notifications (Customer & Employee)
Appointment Approved
Trigger:
Sent when the appointment status is set to Approved — either automatically after booking (if the default status is Approved) or manually by staff in the back-end (or in the Employee Panel).
Important:
To send this notification immediately after booking, make sure the Default Appointment Status is set to Approved in Settings → General.
If it's set to Pending, the notification will only be sent once the status is manually updated to Approved.
Appointment Pending
Trigger:
Sent when the appointment status is set to Pending — either automatically after booking (if the default status is Pending or if the Minimum Capacity for the service hasn’t been met), or manually by staff in the back-end or Employee Panel.
Important:
If Pending is set as the default status, this notification will be sent after every new booking. You’ll then need to manually approve or reject the appointment.
Appointment Rejected
Trigger:
Sent when an appointment is manually rejected.
Important:
By default, only admins and managers can reject appointments. If you want employees to be able to reject them, enable “Allow employees to manage their appointments” in Settings → Roles.
Appointment Canceled
Trigger:
Sent when an appointment is canceled.
Who can trigger it:
Customers – via the cancellation link in the email or the Customer Panel
Admins and Managers - optionally Employees – if allowed in Settings → Roles
Appointment Details Changed
Trigger:
Sent when any of the following are changed:
Assigned employee
Location
Extras
Customer is added/removed *
If only the date or time is changed, this email is not triggered — instead, the Appointment Rescheduled email is sent.
Appointment Rescheduled
Trigger:
Sent when the date and/or time of an appointment is changed.
Who can trigger it:
Admins and managers by default; employees and customers only if granted permission in Settings → Roles.
Appointment Next Day Reminder
Trigger:
Scheduled to send one day before the appointment, at the configured time.
Note:
Requires a properly set up cron job for scheduled notifications.
→ Learn more about Scheduled Notifications (cron)
Cart Purchase
Trigger:
Sent when a customer books multiple appointments at once using the Cart feature. (Pro and Elite licenses only)
Important:
You must include the %cart_appointments_details% placeholder in the body of the email to display the list of booked appointments. Without it, the email won’t show any appointment details.
Customer-Only Notifications
Appointment Follow-Up
Trigger:
Sent to the customer after the appointment has ended, based on the delay you define (e.g., 1 hour, 1 day).
Important:
Use it to thank the customer, request feedback, or send post-appointment info. The Scheduled For option allows you to define when the email should be sent.
Requires a cron job to function. → Learn more about Scheduled Notifications
Birthday Greeting
Trigger:
Automatically sent on the customer's birthday at the time you define.
Important:
The customer’s Date of Birth must be entered in their profile for this notification to work.
You can set the sending time using the Scheduled For option.
Requires a cron job to function. → Learn more about Scheduled Notifications
Customer Panel Access
Trigger:
Sends the customer a link to access their personal Customer Panel to manage bookings.
Important:
You must include the %customer_panel_url% placeholder in the email body.
Do not replace it with an actual URL — doing so will break the link.
Requires the Customer Panel page and configuration in Settings → Roles.
→ Learn more about Customer Panel
Booking Invoice
Trigger:
Sent along with the invoice PDF after a successful booking.
Important:
This works only if “Send invoice to customer by default” is enabled in Settings → Notifications.
While the email body is fully customizable and can include any relevant details or disclaimers, the invoice itself is not yet customizable.
Package Notifications
Package Purchased
Trigger:
Sent after the customer purchases a package.
Important:
Include the %package_appointments_details% placeholder to display all booked appointments.
You can use additional placeholders within that section, such as %appointment_date%, %appointment_time%, %zoom_join_url%, etc.
Available in Pro and Elite license plans.
Package Canceled
Trigger:
Sent when a purchased package is canceled — either by the customer or through the admin panel.
Important:
The notification informs the customer that their package and its included appointments are no longer active.
Event Notifications
Event Booked
Trigger:
Sent immediately after a customer successfully books an event.
Important:
Available for both customers and employees. You can disable one or the other if needed.
Event Canceled by Admin
Trigger:
Sent when the entire event is canceled by an admin or manager in the back-end.
Important:
Goes out to all booked attendees and assigned employees.
Not sent if only a single attendee cancels — for that, see below.
Event Canceled by Attendee
Trigger:
Sent when a customer cancels their registration for an event.
Important:
Sent only to the attendee who canceled, confirming the cancellation.
Employees will not receive this notification — they only get one if the entire event is canceled.
Event Details Changed
Trigger:
Sent when any of the following details are changed:
Date or time
Location
Assigned employee (organizer/staff)
Important:
This is sent automatically when details are updated, assuming the notification is enabled.
Make sure this is turned on to keep attendees informed.
Event Rescheduled
Trigger:
Sent when the date and/or time of the event is changed.
Important:
This is separate from Event Details Changed, though both may be triggered depending on what is modified.
Event Next Day Reminder
Trigger:
Scheduled to go out one day before the event.
Important:
You can set the sending time in the Scheduled For option.
This notification requires a cron job to function correctly.
→ Learn more about Scheduled Notifications
Event Follow-Up
Trigger:
Sent after the event, based on your defined delay (e.g., 1 hour, 1 day).
Important:
Only sent to attendees (customers). Use it to thank them or share follow-up content.
The Scheduled For field controls when it's sent.
Requires cron. → Learn more about Scheduled Notifications
Final Notes
Email notifications in Amelia help automate your communication and improve the overall booking experience for both customers and staff. With support for status-based triggers, scheduled messages, and multi-language templates, they’re a key part of any setup.
Before you move on, make sure you:
Enable only the notifications you need
Customize each template to match your tone
Use the correct placeholders (especially for features like Cart, Packages, and the Customer Panel)
Set up Scheduled Notifications (cron) if you're using reminders or follow-ups
Add languages in General Settings to translate your messages
→ Ready to go further?