Help Center

Easy!Appointments includes a built-in notification system that keeps users informed about their appointments through automated email messages. These notifications help reduce no-shows and improve communication between your business, staff, and customers.

Types of Notifications

The application sends the following types of email notifications:

1. Appointment Confirmation

• Triggered When: A customer successfully books an appointment.
• Sent To:
  • Customer
  • Assigned staff member (provider)
• Content:
  • Appointment date and time
  • Service details
  • Provider name and location
  • Cancellation link (if enabled)

2. Appointment Reminder

• Triggered When: A set number of hours before the appointment start time.
• Sent To:
  • Customer
• Content:
  • Reminder of the upcoming appointment
  • Exact time and date
  • Location and service information

🕒 The reminder timing is configured in the config.php file via the reminder_interval setting.

3. Appointment Update

• Triggered When: An appointment is edited (e.g., time change, service change).
• Sent To:
  • Customer
  • Assigned staff member
• Content:
  • Updated appointment details
  • Information about the changes

4. Appointment Cancellation

• Triggered When: An appointment is canceled by a customer or staff member.
• Sent To:
  • Customer
  • Assigned staff member
• Content:
  • Appointment cancellation confirmation
  • Original date/time and service
  • Cancellation reason (if provided)

5. New Appointment Notification

• Triggered When: An administrator or staff manually creates an appointment in the backend.
• Sent To:
  • Customer
  • Assigned staff member
• Content:
  • Appointment summary
  • Contact details
  • Optional notes

Customizing Notification Messages

The email templates can be customized by modifying the language files located in:

bashCopyEditapplication/language/english/email_lang.php

✍️ You can edit the wording, add branding, or translate messages into other languages.

SMTP and Email Settings

To ensure emails are delivered successfully:

1. Go to application/config/config.php
2. Locate the email configuration section.
3. Set your SMTP server settings: phpCopyEdit$config['email_protocol'] = 'smtp'; $config['smtp_host'] = 'your.smtp.server'; $config['smtp_user'] = 'your@email.com'; $config['smtp_pass'] = 'your_password'; $config['smtp_port'] = 587; // Or as needed

Additional Notes

• Notifications are only sent if the appointment is successfully created or updated.
• Make sure your server is properly configured to send emails.
• If emails are not being received, check the mail logs and test your SMTP settings.