Zenamu automatically sends email notifications to clients, specialists, and studio administrators at various stages of a booking's lifecycle. In this article, you'll find an overview of all email types and when they are sent.
Emails for clients
Booking confirmation
Sent immediately after a booking is created. Contains complete appointment information — service name, date and time, specialist name, location, and payment details. If manual booking approval is enabled, the email clearly states that the booking is awaiting approval.
Booking approved
Sent when the specialist or administrator approves a pending booking. The client learns that their appointment has been confirmed and receives all relevant details.
Booking request rejected
If a pending booking is rejected, the client receives an email with the rejection information. If the administrator provided a reason for rejection, it is displayed in the email. A link to create a new booking is included.
Appointment reminder
An automatic reminder sent before an upcoming appointment. Contains a booking summary — service, date, time, specialist, and location.
Cancellation (no fee)
Confirmation of booking cancellation when it occurs within the free cancellation period.
Cancellation (with fee)
Cancellation email that additionally includes the cancellation fee amount and any refunded amount.
Cancelled by studio
If the appointment is cancelled by the studio/specialist, the client receives an email with the cancellation information and an optional reason.
Payment confirmation
After successful payment processing, the client receives confirmation with transaction details.
Slot availability notification
If a client watches a fully booked time slot and it becomes available (e.g., another client cancels), they receive a notification with the option to book it.
Emails for specialists
Booking approval request
When manual approval is enabled, the specialist receives an email about a new booking request with client and appointment details. A link for quick approval or rejection is included.
Daily appointment digest
An automatic daily summary that reminds the specialist of their upcoming appointments for the day.
Emails for the studio / administration
New booking notification
The studio receives a notification about each new appointment booking.
Cancellation notification
If a client cancels their booking, the studio receives an email with the cancellation details.
Custom message to client
From the admin panel, you can send a custom email message to a client related to their booking.
Notification settings
In your studio settings, you can control which notifications are sent. Notification configuration is at the studio level and affects all services.
Recommendations
Keep all client notifications enabled — clients appreciate being kept informed about their booking status.
Appointment reminders significantly reduce no-shows.
If you use manual approval, respond to requests as quickly as possible — a waiting client is an uncertain client.
In the final article, we'll look at how the entire booking process appears from the client's perspective — "The Public Booking Page".