Notifications

Set up appointment emails, SMS to callers and appointment approval for a calendar.

Calendars › Name › Notifications

This tab decides which emails you receive about appointments in this calendar, which SMS callers receive, and whether you approve new appointments yourself first. The settings apply to this calendar.

Email Notifications

Notification Email: FlowCaptain emails this address when an appointment in this calendar is booked, cancelled or rescheduled, and for callback requests and appointment requests. The email names the calendar; for drop-off appointments it shows the drop-off day instead of a time.

The summary after every call, with the transcript, does not come here. It goes to the address on the assistant: Assistant settings › After the call.

On the call: Without a notification email, the assistant does not promise callers a callback, because nobody would hear about it.

Require Approval

Normally a booked appointment is final at once. With Require Approval on, FlowCaptain first enters new appointments into your calendar as requests. Each request arrives as an email New appointment request from … at your notification email. Its link opens the request, where you click Approve or Reject. Only then is the appointment final. If the caller left no mobile number or the SMS is off, the page tells you to call them yourself and shows the number if there is one.

On the call: The assistant tells the caller that their request will be reviewed, instead of confirming the appointment.

SMS Notifications

This section controls the SMS to callers. FlowCaptain converts phone numbers to international format automatically, so 0176… becomes +49176…. In German, the confirmation-link, request and verification SMS address callers the way your assistant does, formally or informally.

Setting	What the caller receives
Confirmation Link	After the booking, an SMS with a link to check and correct their name. For drop-off appointments, the SMS and the confirmation page name the drop-off day and the time to drop off by.
Status Updates	An SMS after a cancellation or reschedule.
Request Received	With approval only: an SMS that their request has arrived.
Approval Result	With approval only: an SMS saying whether you approved or rejected the request.
Verification Code	A security code by SMS before they cancel or reschedule an appointment.

With approval on, the dashboard warns you while Request Received or Approval Result is off, and offers a button to turn them on directly. Without Approval Result, the caller never learns what you decided.

On the call: If someone calls from a different number than the one the appointment was booked with, the assistant sends a code by SMS to the appointment's number before a cancellation or reschedule, and asks for it. That way nobody can change someone else's appointment.

Disable verification?

If you turn off the Verification Code, FlowCaptain asks once more. After Disable anyway, callers can cancel or reschedule appointments without confirming who they are.

Without the verification code, one call is enough to cancel someone else's appointment. Keep it on unless you have a good reason.

Good to know

SMS only reach mobile numbers. Someone calling from a landline or with a withheld number gets no SMS, even with SMS turned on.
If an SMS or the email cannot be sent, the booking, cancellation or reschedule still stands.