Notifications
Configure email and SMS notifications in FlowCaptain: confirmation link, status updates, verification code, and appointment approval.
Notifications
FlowCaptain automatically sends notifications after appointment actions. You can find the settings in the calendar under the Notifications tab.
Email Notifications
Here you control which emails are sent to you after conversations:
- Notification Email — The address where you receive an email summary after every booking, cancellation, and rescheduling. This keeps you informed even when appointments are managed entirely by the assistant.
- Require Approval — Enables appointment approval (see below).
SMS Notifications
Here you control which SMS messages are sent to callers. Phone numbers are automatically normalized to international format (e.g. 0176... becomes +49176...).
| Setting | Description |
|---|---|
| Confirmation Link | SMS with a link to review and correct the name after booking. |
| Status Updates | SMS after cancellation and rescheduling. |
| Verification Code | SMS security code for cancellation and rescheduling. Protects against unauthorized changes. |
If you disable the verification code, callers can cancel or reschedule appointments without verifying their identity. FlowCaptain therefore asks for confirmation when you disable it.
Appointment Approval
By default, bookings are confirmed immediately. With Require Approval, new appointments are first entered into your calendar as requests — you approve or reject each request, and only then is the appointment final.
When approval is enabled, two additional SMS options appear:
| Setting | Description |
|---|---|
| Request Received | SMS to the caller that their appointment request has been received. |
| Approval Result | SMS to the caller when the request has been approved or rejected. |
With approval enabled, it's best to also enable both SMS options — otherwise callers never find out whether their appointment is happening. FlowCaptain points this out in the dashboard.
Reliability
If an SMS or email fails to send, it does not affect the appointment action itself. The booking, cancellation, or rescheduling still succeeds. Notifications are sent in the background and never block the API response.