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Manual appointment confirmation in Scheduling

Scheduling is designed to make online scheduling as hands-off as possible. Scheduling tracks when you’re available, including optionally integrating with your third-party calendar, then lets clients schedule only at the times that you’re available. When clients book an appointment, Scheduling automatically sends them a confirmation email.

If it’s important for your business to manually confirm each appointment time, you can use pairs of appointment types to create that effect.

Set up appointment requests

  1. For each appointment type you want to offer, create a public appointment type labeled as a request and a private appointment type labeled as confirmation. For example, you might create Request: Pet Instagram Photo Shoot and Confirmed: Pet Instagram Photo Shoot. Both appointment types should be the same duration.
  2. Customize the email templates for each appointment type’s confirmation email. Turn the request appointment type’s confirmation email into a message that the client’s request has been received, and leave the confirmation appointment type’s confirmation email as a confirmation.
  3. Disable all other automated emails for the request appointment type.
  4. (Optional) Click Customize Appearance, then update the Scheduling Instructions field to tell clients that they’re requesting an appointment time that needs a separate confirmation.

Use appointment requests

  1. Every time a client goes through your public scheduler, they’ll book one of your request-type appointments. The client automatically receives the email stating their request has been received, and the appointment appears on your appointment calendar. 
  2. To confirm or reject the appointment, click the appointment to open the appointment details. 
  3. To reject it, cancel the appointment. The client automatically receives an email notification that the appointment is canceled. To confirm it, edit the appointment to the confirmed appointment type and save your changes. Click the-gear-icon in the top-right corner of the appointment details, then click Resend Confirmation Email. Because ​​you’ve edited the appointment type, the client gets the confirmation email, rather than the request received email.
Note: Scheduling won’t prompt you to review incoming requests. If you miss a request, it remains on your calendar as a request.
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Manual appointment confirmation in Scheduling