Notifications & Email Settings

Bookme sends a clear set of emails at each booking lifecycle stage. Knowing what fires when helps you customize the right ones.

1. At Booking Creation

To the invitee: – Booking confirmation. Time, location, meeting URL, reschedule/cancel links, intake form recap. – Calendar invite (ICS attachment). Auto-adds to their calendar app.

To you (host): – New booking notification. Time, invitee details, intake answers. – Calendar event on your write calendar.

2. Before The Meeting

To the invitee (if reminders are on): – 24-hour reminder. – 1-hour reminder.

To you (if 1-hour reminder is on): – 1-hour reminder.

3. At Booking Time / Just Before

If brandID Meet or Zoom is the conferencing tool, the invitee may also receive a “Meeting starts now” reminder from the conferencing tool itself (not from Bookme).

4. After The Meeting

To you: – Post-meeting check-in. “How did your meeting with [name] go?” with four action buttons.

To the invitee (after you click an action): – Met: Thank-you with notes. – Decided to reschedule: Reschedule link. – I missed: Apology. – No-show: “We missed you” with rebook link.

5. On Cancellation Or Reschedule

To both parties: – Cancellation confirmation (if cancelled). – Reschedule confirmation (if rescheduled).

6. Diagram Of The Full Flow

“` Booking created ├─ Invitee: confirmation + ICS └─ Host: new booking notification

24h before ├─ Invitee: reminder └─ (Host can also receive)

1h before ├─ Invitee: reminder └─ Host: reminder

Meeting time └─ (Conferencing tool may send “starts now”)

Meeting ends └─ Host: post-meeting check-in

Host marks attendance └─ Invitee: follow-up email (varies by attendance)

If rescheduled └─ Both: reschedule confirmation

If cancelled └─ Both: cancellation confirmation “`

7. Customizing Each Email

Confirmation emails are customizable in Settings, then Branding, then Emails. Reminder and follow-up emails are customizable in the Workflows page.

Notifications control which emails you (the host) receive. Granular controls let you cut noise without missing anything important.

1. Open Notifications

Settings, then Notifications.

2. The Categories

• New booking confirmations. When someone books.
• Booking changes. Reschedules, cancellations, status updates.
• Reminder digests. A daily summary email of tomorrow’s meetings (optional).
• Post-meeting check-ins. “How did your meeting go?” prompts.
• Product updates. New features, occasional.
• Tips and best practices. Educational, low frequency.

Toggle each on or off.

3. Send To A Different Email

By default, all notifications go to your account email. To route booking notifications elsewhere:

• Booking notifications email: enter a different address (e.g. your assistant, a shared sales inbox).

This applies only to booking notifications, not billing or security emails.

4. Daily Digest

The daily digest is a single morning email summarizing: – Today’s meetings (count and list). – Tomorrow’s meetings preview. – Any reschedules from yesterday.

Useful for hosts who do not want a separate “new booking” email for every booking but still want a daily overview.

5. Mobile Push Notifications

If you have the Bookme mobile app (when available): – Settings, Notifications, Mobile push. – Toggle which categories also push to mobile.

6. Workflow Emails Are Separate

The 24-hour and 1-hour reminders, post-meeting check-ins, and follow-ups are configured under Workflows, NOT under Notifications. The Notifications tab controls the system emails (booking confirmation, reschedule, cancel).

7. Unsubscribe Links

Every Bookme email has an “Email preferences” link in the footer that takes you to this Notifications page. Use it instead of marking as spam.

By default, Bookme sends from [email protected]. On Pro and Elite, you can swap this for your own domain so emails feel like they come directly from you.

1. Why Use A Custom From Address

• Brand cohesion. Emails look like [email protected], not [email protected].
• Higher trust. Invitees recognize your domain.
• Better deliverability. Combined with proper DNS, your domain’s reputation is used instead of Bookme’s shared pool.

2. Open Email Settings

Settings, then Branding, then Email sender.

3. Enter Your Email Address And Domain

• From name. Your name or business name (“Sarah Chen” or “Acme Coaching”).
• From email. The address you want emails to appear from (e.g. [email protected]).

4. Add DNS Records

Bookme provides three DNS records to add to your domain provider:

• SPF record (TXT): tells receiving mail servers Bookme is authorized to send for your domain.
• DKIM record (CNAME or TXT): cryptographically signs your emails so they pass authentication.
• DMARC record (TXT, optional but recommended): policy for how to handle failed authentication.

Add them in your DNS provider (Cloudflare, GoDaddy, Namecheap, Route 53, etc.). Bookme shows the exact values to copy.

5. Verify

After adding records, click Verify in Bookme’s email settings. Bookme checks the DNS and confirms. Usually takes 5-30 minutes for DNS to propagate.

6. Switch Live

Once verified, toggle Use custom from address. All future emails are sent from your address.

Existing emails (already sent) stay attributed to the original sender.

7. Reply-To

Set a separate “Reply-To” address if you want responses to go to a different inbox:

• From: [email protected] (don’t reply to this).
• Reply-To: [email protected] (replies come here).

8. Multiple Brands

On Elite, you can configure different custom addresses per event type: – Sales events → [email protected]. – Support events → [email protected].

Same DNS records cover all subdomains under your main domain.

By default, Bookme emails include a small “Powered by Bookme” footer. Elite plan members can remove it.

1. Why Remove It

• White-label experience for your clients.
• Avoid “what’s Bookme?” questions from invitees.
• Cleaner brand presentation to enterprise audiences.

2. Open Email Branding

Settings, then Branding, then Email branding.

3. Toggle Off Powered By Footer

The toggle “Show ‘Powered by Bookme’ in email footer” controls it. Toggle off.

The footer is replaced with a plain unsubscribe link only.

4. Other Branding Removals (Elite)

• Remove the small Bookme logo in the header. Replaced with your own logo (you upload).
• Custom email footer text. Add your own legal or contact info.

5. Booking Page White-Label

The same Elite plan lets you remove Bookme branding from your public booking page too: – Settings, Booking page, then Show “Powered by Bookme” toggle.

6. Custom Domain Combo

The full white-label experience: – Custom domain (article 2.6). – Custom from address (article 13.3). – Powered-by footer removed. – Custom email logo.

Invitees never see “Bookme” anywhere; the experience feels fully native to your brand.

7. Reversibility

Toggle back on any time. No data loss.

If invitees report Bookme emails landing in spam, work through this checklist.

1. Check The “From” Address

Are you using the default [email protected] or a custom from address?

• Default: Bookme’s shared sending reputation handles deliverability for everyone. Usually solid but vulnerable if other accounts on the shared pool misbehave.
• Custom: Your domain’s reputation matters. You need SPF, DKIM, DMARC set up correctly.

2. Verify SPF, DKIM, DMARC (Custom From)

Settings, then Branding, then Email sender. The verification status should be all green.

If any are missing or failing: – SPF: Add Bookme’s IP range to your SPF record. – DKIM: Add the DKIM CNAME or TXT record Bookme provides. – DMARC: Add a basic DMARC record with p=quarantine or p=none (more lenient).

3. Subject Line Triggers

Spammy subjects fail spam filters. Common triggers: – ALL CAPS. – Multiple exclamation marks. – Words like “free,” “winner,” “guaranteed,” “act now.” – Suspicious symbols like $ in headlines.

Bookme’s defaults are filter-friendly, but if you customized templates with overzealous copy, dial it back.

4. Body Triggers

• Too many links. A reminder with 8 different links looks like spam.
• All-image emails. Some hosts replace text with images for branding; spam filters distrust this.
• Misspellings or weird formatting.

5. Send Volume Bursts

If you suddenly send 1000 emails in an hour (e.g. a webinar launch), shared sending pools can rate-limit. For high-volume hosts: – Use a custom from address. – Warm up your domain (gradually increase send volume over days).

6. Have Invitees Check Spam And Mark As Safe

The simplest fix when one invitee reports spam: – Tell them to find the Bookme email in spam. – Mark it as “Not spam.” – Add [email protected] (or your custom address) to contacts.

Future emails from Bookme will reliably reach their inbox.

7. Test Yourself

Send a test booking (book your own page with a personal email). Check: – Does it land in inbox or spam? – Is the formatting correct? – Are all links clickable?

Repeat for Gmail, Outlook, Apple Mail, Yahoo (the four big inboxes).

8. Use A Deliverability Tool

For enterprise deliverability concerns, use a service like: – Mail-tester.com: Send a test email, get a deliverability score. – Google Postmaster Tools: If you send a lot to Gmail addresses.