How To Set Up Customizable Calendar Notifications in Tekmatix

Why This Matters

Effective appointment communication is critical for reducing no-shows, keeping clients informed, and streamlining your team’s workflow. Customizable calendar notifications in Tekmatix let you send email, SMS, WhatsApp, and in-app messages for every appointment event booked, confirmed, rescheduled, canceled, or as reminders and follow-ups.

Benefits include:

• Improved client engagement: Timely notifications reduce missed appointments

• Team efficiency: Keep staff updated automatically without manual reminders

• Flexibility: Target notifications to contacts, guests, users, or additional recipients

• Cost control: Customize SMS and WhatsApp messages to manage communication expenses
  

Types of Appointment Notifications in Tekmatix

You can configure six types of notifications for each appointment:

1. Appointment Booked (Unconfirmed): Sent immediately when a new appointment is booked but unconfirmed

2. Appointment Booked (Confirmed): Sent when an appointment is confirmed

3. Cancellation: Sent when an appointment is canceled, marked no-show, or invalid

4. Reschedule: Sent when an appointment date or time is changed

5. Reminder: Sent before the appointment, timing configurable

6. Follow-Up: Sent after the appointment, timing configurable
   

Notifications can be sent via:

• Email

• SMS

• WhatsApp

• In-App
  
  

Step-by-Step: How To Configure Calendar Notifications

Step 1: Access the Notifications Tab

1. Go to Calendar → Calendar Settings → Edit Calendar

   

2. Select the calendar you want to configure

3. Click on the Notifications tab

   

   
   

Step 2: Customize Notifications by Type

You can customize notifications for Contacts, Guests, Users, or Additional Emails/Phone Numbers. You can also disable notifications for specific recipient types.

Step 3: Email Notifications

1. From the list, click the notification type (e.g., Reminder) → go to the Email tab

2. Toggle On

3. Choose an existing template or customize the subject line and email body

4. Optionally, send a test email

5. For Reminders or Follow-Ups, configure timing

6. Click Save
   

Step 4: In-App Notifications

1. Click the In-App tab for the chosen notification type

2. Toggle On

3. Select Users to Notify

4. Configure timing for Reminders/Follow-Ups

5. Click Save

Step 5: SMS Notifications

1. Click the SMS tab for the chosen notification type

2. Toggle On

3. Choose recipients: Contact, Assigned User, Additional Phone Numbers

4. Select or edit an SMS template

5. Send a test SMS if needed

6. Configure timing for Reminders/Follow-Ups

7. Click Save
   
   Note: SMS messages are billed per segment; include country codes for additional numbers.

Step 6: WhatsApp Notifications

1. Click the WhatsApp tab

2. Toggle On

3. Choose recipients: Contact, Assigned User, Additional Numbers

4. Select or create an approved WhatsApp template

5. Send a test message

6. Click Save

Important: Ensure your WhatsApp Business Account is connected and verified. Only approved templates can be used.

Important Notes

In-App Notifications

• In-app notification settings are fully customizable. For example, you can enable confirmation alerts for calendars while disabling all other notification types.

• For Event Calendars, notifications are sent to account administrators by default.

• For all other calendar types, notifications are automatically sent to the assigned user.

Email Notifications

• Additional Emails allow you to include extra recipients. Simply enter their email addresses to ensure they receive notifications.

• Email templates can be created and managed in the Email Builder under Marketing & Emails > Emails > Templates.

• Make sure your email template includes a subject line to ensure proper delivery.

• If the Add Guest option is enabled and a custom form is attached, guests can receive the form automatically. Once the appointment is confirmed, a system-generated email will be sent with a link to the custom form.

• To avoid sending duplicate emails, confirm that a separate guest confirmation email is not already active in the Notifications tab under Confirmation Notification.

  
  
  

SMS Notifications

• Additional Phone Numbers lets you add extra recipients who should receive SMS notifications.

• All phone numbers must include the correct country code to ensure successful delivery.

• SMS messages are charged per segment, so keeping messages short can help reduce costs.

WhatsApp Notifications

• Your WhatsApp Business Account must be connected and verified before use.

• Only pre-approved WhatsApp templates are supported.

• Use Fetch New Templates to refresh and display the latest available templates.

• Always test templates for formatting and accuracy before enabling them for live use.

Sample Scenario: Streamlining Notifications for a Spa Business

Business: A spa with multiple therapists, offering consultations and treatments.

Goal: Ensure clients and staff are informed for every appointment without manual effort.

Setup:

1. Create a calendar for each therapist

2. Configure notifications:

   • Email: Send confirmation to client & therapist

   • SMS: Reminder 24 hours before appointment

   • WhatsApp: Follow-up 2 hours after appointment for feedback

   • In-App: Notify therapists immediately of new bookings
     

3. Assign additional numbers for admin staff to monitor all appointments
   
   

Result:

• Clients receive timely reminders, reducing no-shows

• Therapists stay updated in real-time

• Admins can track and manage appointments efficiently
  
  

Frequently Asked Questions

Q: Can I personalize SMS or emails with appointment details?
A: Yes. Use Custom Values like {{contact.name}}, {{appointment.start_time}}, {{appointment.time_zone}}.

Q: Can all appointment events trigger notifications?
A: Yes—Unconfirmed, Confirmed, Cancellation, Reschedule, Reminder, and Follow-Up.

Q: How do I test without notifying clients?
A: Use Send Test SMS/Email/WhatsApp with a team or personal test number.