WordPress Booking Plugin for Appointment – BookingPress

Documentation

Email Notification

Let’s understand how appointment notification works with the BookingPress WordPress appointment plugin.

To Customer – You can enable/disable notifications to send to your website customers

To Staff Member – You can enable/disable notification to send to the Staff Member providing the service.

To Customer

You can send any email notification that you want to send based on the “Booking Event Action”. You can write and edit any Email from the “Text Editor”.

1. Appointment Approved

This email notification will be sent immediately after an appointment is booked from the front end, or a new appointment is created from the back end, and if the default status of the appointment is “Approved”.

Appointment Approved

2. On Appointment Pending

This email notification will be sent immediately after an appointment is booked from the front-end, or a new appointment is created from the back-end, and if the default status of the appointment is “Pending”.

On Appointment Pending

3. On Appointment Rejection

This email notification will be sent when an appointment is Rejected by the admin from the back-end.

On Appointment Rejection

4. On Appointment Cancellation

This email notification will be sent when an appointment is Canceled by the customer from the front end. Or if appointments are canceled by the customer through the email link.

On Appointment Cancellation

5. On Appointment Reschedule

This email notification will be sent when an appointment is Rescheduled by the customer from the front end.

On Appointment Reschedule

6. Share Appointment URL:

This email notification will send a link through which the customer will be able to book an appointment.

share_url_notification

7. Complete Payment URL:

This email notification will send an URL through which the customer can make a payment to finalize the appointment created by the admin.

complete_payment_url

Note: If you want to disable the Email notification to the customer, you can simply disable the “Send Notification” switch from “Particular Sections”

To Staff Member

As you send the Email based on “Event Action” to the customers, you can also send the emails to the “Staff Members” providing the services by just enabling the “Send Notification” button or you can also disable the button when you don’t want the staff members to be notified.

To Staff Member

Custom Notifications

Apart from the pre-defined notifications, BookingPress also provides the facility to add Custom Notifications to your requirement. To add a new Custom Notification, click on the “Add New” button. A pop-up will appear, under the “Notification Name”, enter the title of the notification that you intend to use.

You can also set the notification type, whether you want to send the notification after some specific action has been triggered, like you can select the “Event Action” by which you want to send the notification, like if the appointment is “Approved, Pending, Cancelled or Rejected.”

If you want to send the notification at a specific time interval, like before an appointment or after an appointment, then you can set the notification type to “Scheduled Notification”. If you will select the “Scheduled Notification” option, then you will need to set the timings by which you want to send the notification. Suppose, if you have selected the notification to be sent before the 6 hours of an appointment, then you can set the “Schedule” to “Before” Time to “6 hours” and the notification will be sent accordingly based on the client’s appointment date and timing. Or if you want to send a notification after 6 Hours, suppose for the feedback, then you can set the notification schedule to “After” and time accordingly.

Note: BookingPress provides the facility to set the notification to be sent within specific “Hours, Days, Weeks, or even months” according to your requirement.

And last, the most important thing is to select the service under the “Select Service” section for which you intend to send the notification for a specific “Event”. By default, the option will be selected as “All Services”, which means this custom notification will be sent on every service’s action. You can select any specific services too, or if you want to select more than one service, then you can simply add multiple services to which the “Notification” will be sent depending on the “Event Action”.

After the Custom Notification is set, simply click on the “Add” button and you are set to send the custom notification.

You will also be able to delete the Custom Notification. Select the notification you want to remove and click on the “Delete” button from the right side above the “Placeholders” list.

Custom Notifications

Notification Placeholders

BookingPress provides placeholders for email notification, which gets replaced with real data such as the customer’s name, phone number, email, etc…. fetching the data entered by the Customer.

Placeholders are set in the Email notification messages, which get replaced by the actual data dynamically according to the details of the particular customer.

In the same way, the data is generated by the customer’s input data, if the notification for sending the Email to the staff member is enabled, then the placeholders will be placed according to the Staff Member’s data.

Placeholders are divided into Five Parts:

  • Customer
  • Service
  • Company
  • Staff Member
  • Appointment 

Customer

Under this option, you can find all the necessary placeholders for the customer that can be generated and replaced dynamically according to the details entered by the customer.

  • %customer_email% - This placeholder will display the Email of the customer.
  • %customer_first_name% - This placeholder will display the First Name of the customer.
  • %customer_full_name% - This placeholder will display the Full Name of the customer.
  • %customer_last_name% - This placeholder will display the Last Name of the customer.
  • %customer_note% - This placeholder will display the note of the customer.
  • %customer_phone% - This placeholder will display the phone number of the customer.
  • %customer_cancel_appointment_link% - This placeholder will display the Appointment Cancellation link of the customer.

Service

Under this option, you will find all the placeholders related to the service that will be dynamically generated and replaced according to the necessary information of the service.

  • %service_name% - This placeholder displays the particular service name.
  • %service_amount% - This placeholder will display the price or amount of the service.
  • %service_duration% - This placeholder displays the actual duration of the service.
  • %category_name% - This placeholder will display the Category name on the basis of the service selected. 

Company

Under this option, you will find all the placeholders related to the particular company that will be dynamically generated and replaced according to the necessary information.

  • %company_name% - This placeholder will display the company’s name.
  • %company_phone% - This placeholder will display the company’s contact number.
  • %company_website% - This placeholder will display the company’s website.
  • %company_address% - This placeholder will display the company’s address.

Staff Member

Under this option, you can find all the necessary placeholders for the staff member that can be generated and replaced dynamically according to the details entered by the customer regarding from which staff member the customer wants the service.

  • %staff_email% - This placeholder will be replaced with the staff member’s Email address.
  • %staff_first_name% - This placeholder will display the staff member’s First Name.
  • %staff_full_name% - This placeholder will display the staff member’s Full Name.
  • %staff_last_name% - This placeholder will display the staff member’s Last Name.
  • %staff_phone% - This placeholder will display the staff member’s Contact Number.

Appointment

Under this option, you will find all the necessary placeholders related to the appointment.

  • %appointment_date% - This placeholder will display the date for which the appointment is booked.
  • %appointment_date_time% - This placeholder will display the date as well as the time for which the appointment is booked.
  • %appointment_duration% - This placeholder will display the duration of the service.
  • %appointment_start_time% - This placeholder will display the starting time of the service.
  • %appointment_end_time% - This placeholder will display the ending time of the service.
  • %appointment_amount% - This placeholder will display the amount or price of the service.
  • %appointment_status% - This placeholder will display the status of the appointment, whether it is Approved, Pending, or Canceled.
  • %booking_id% - This placeholder will display the booking id of the appointment placed.