Notifications & alerts
Plan: Premium add-on (off by default) · Where: Settings → Alerts · Who uses it: admins configure; staff and customers receive · Gate:
email_notifications_v1
Notifications are the automatic emails Woofpos sends as appointments move through their lifecycle — so customers stay informed and your team stays in the loop without anyone hitting "send." Unlike marketing campaigns, these are transactional: triggered by what actually happens to a booking.
What you can do
- Send automatic emails to customers and staff when an appointment is booked, rescheduled, cancelled, or marked no-show.
- Turn each event on or off independently.
- Use one master switch to enable or pause all transactional notifications.
The events
| Event | When it fires | Typical recipients |
|---|---|---|
| Booked | A new appointment is created | Customer + staff |
| Rescheduled | The date/time changes | Customer + staff |
| Cancelled | The appointment is called off | Customer + staff |
| No-show | Marked as a no-show | Staff (and customer, if you choose) |
How to set it up
- Go to Settings → Alerts.
- Make sure transactional notifications are enabled (the master switch).
- Toggle the per-event rules — for example, email customers on booking and reschedule, and notify staff on no-shows.
- Save.
When the master switch is off, no transactional emails send, regardless of the per-event toggles. Turn it on first, then fine-tune the events.
Tips & best practices
- Confirmations build trust. A booking email reassures the customer the appointment is real and on the books.
- Reschedule emails cut confusion. When a time moves, the automatic note keeps everyone on the same page.
- Keep marketing and transactional separate. Use email marketing for promotions and these alerts for booking events — different purpose, different switch.
- Decide who gets no-show alerts. Many shops route these to staff/managers to follow up.
Related
- Appointments — the events that trigger these emails
- Email marketing — promotional email (separate from transactional)
- Online booking widget — pairs perfectly with automatic confirmations
🎬 Video walkthrough (60–90s)
Title: Keep everyone in the loop — automatic alerts Length: ~70s
[Open on Settings → Alerts.]
"When a groom gets booked, moved, or missed, someone needs to know. Notifications handle that for you — automatically.
[Point to the master switch.] One master switch turns transactional emails on.
[Toggle per-event rules.] Then choose what fires and to whom. Email the customer when they book. Email them again if the time changes. Loop in staff on cancellations and no-shows.
[Show a sample confirmation email.] So the moment an appointment is created — at the desk, online, or by the voice agent — the customer gets a clean confirmation. No one's manually sending anything.
[Contrast with the Messages icon.] These are different from marketing emails — they're triggered by what happens to a booking. Set them once, and your follow-through runs itself."