Send branded booking confirmations and reminder emails

Replace the plain built-in booking emails with your own branded confirmation and 24-hour reminder, without clients getting doubles.

Flourivate sends a basic confirmation and reminder for every booking. They work, but they look generic. Two short workflows let you send your own branded versions instead, with the date, time, meeting link and a reschedule link.

Before you start

• Time: about 30 minutes.
• You'll need: sending email set up and at least one session type. See Create a session type.
• Order matters: turn your workflows on first, then turn the built-in emails off. If you do it the other way round, a client who books in between gets nothing.

Step 1: Build the confirmation workflow

1. Go to Workflows and click Create. Name it "Booking | Confirmation email".
2. Click Trigger and choose Appointment Status (under Appointments). Add a filter so it only fires when the status is booked. To cover only some session types, narrow it to those calendars too.
3. Add a Send Email step. Write a subject such as "You're booked: {{appointment.date}} at {{appointment.time}}".
4. In the email, include:
   • the date and time: {{appointment.date}} and {{appointment.time}}
   • a "Join the call" button linked to {{appointment.meeting_link}}
   • a reschedule link: {{appointment.manage_url}}
5. On the Settings tab, turn on Allow Re-entry so clients who book again get a confirmation every time.
6. Click Save, then switch Inactive to Active.

Step 2: Build the reminder workflow

1. Create another workflow named "Booking | Email reminder 24 hours before".
2. Use the Appointment Status trigger again, filtered to booked.
3. Add a Wait Until step. Set Delay Mode to Relative to Date Field, the date field to the appointment start time, Offset 24, Unit Hours, Direction Before.
4. Add a Send Email step with your reminder. Write the date and time in the message ({{appointment.date}} at {{appointment.time}}), not "tomorrow", so late bookings still read right.
5. On Settings, turn on Allow Re-entry and leave Restart on re-entry off.
6. Save and switch to Active.

Step 3: Turn off the built-in emails

1. Go to Calendar > Settings.
2. Under Appointment Defaults, turn off Send Confirmation Emails. Under Notifications, turn off Email Reminders.
3. If you send reminder texts with a workflow, also turn off SMS Reminders under Notifications. The built-in text reminder doesn't check consent. See Send appointment reminder texts.
4. Click Save Changes.

Check it worked

• On All Workflows, both cards show Active and the appointment trigger.
• Book a test session from a private browser window with your own email. Your branded confirmation arrives, and only one confirmation arrives.
• For the reminder, book a session about 25 hours ahead and check that one reminder arrives the next day.

If something's off

• Two confirmations arrived: the built-in Send Confirmation Emails is still on. Turn it off in Calendar > Settings and click Save Changes. See Set confirmations, reminders and calendar defaults.
• No confirmation arrived: open the workflow's Enrollment History. If you're not listed, check the trigger and that the card shows Active. If the step failed, check your email sending setup.
• The meeting link is blank: the session type has no meeting link. Add one in Calendar > Services > the session > Edit.
• A paid booking got no confirmation: check that the appointment shows Confirmed. It shows as Pending until payment completes. See Take payment when clients book.
• A workflow the Flourivate team set up shows "Reusable workflow": open it in the builder and click Save so the trigger takes effect, then confirm the card shows the appointment trigger.