---
title: "Booking Calendar Guest Notifications"
description: "Guest notifications in Booking Calendars keep clients informed by automatically sending confirmation and reminder messages related to their appointments."
url: "https://help.staticso2.com/product/booking-calendars/notifications/booking-calendar-guest-notifications/"
---

**Guest notifications** in **Booking Calendars** keep clients informed by automatically sending confirmation and reminder messages related to their appointments. This guide explains how to configure standard notifications and create custom workflows for more personalized communication.

***

## Default Guest Notifications

[Section titled “Default Guest Notifications”](#default-guest-notifications)

Each **Booking Calendar** includes default notifications that are automatically set up to keep guests informed about their bookings. These default notifications ensure that guests receive essential updates without requiring additional setup.

### Standard Notifications (Automatically Enabled)

[Section titled “Standard Notifications (Automatically Enabled)”](#standard-notifications-automatically-enabled)

* **Meeting Confirmation:** Sent immediately after a booking is made to confirm appointment details.
* **Meeting Reminder:** Sent, by default, 1 hour before the scheduled meeting.
* **Meeting Rescheduled:** Notifies clients when the meeting date or time is changed.
* **Meeting Reassigned:** Alerts clients when the meeting host changes.
* **Meeting Cancelled:** Informs clients when a meeting has been canceled.

### Booking With Approval Notifications

[Section titled “Booking With Approval Notifications”](#booking-with-approval-notifications)

These notifications are automatically enabled when [**Booking with Approval**](https://help.staticso2.com/product/booking-calendars/booking-settings/booking-with-approval/) is enabled for a Booking Calendar:

* **Meeting Request Submitted:** Sent when a request is submitted.
* **Meeting Request Approved:** Sent when the request is approved.
* **Meeting Request Declined:** Sent when the request is declined.

***

## Configure Guest Notification

[Section titled “Configure Guest Notification”](#configure-guest-notification)

Guest notifications are centrally managed at the **Booking Calendar** level to ensure consistent communication across all team members.

### To Set-up Notifications

[Section titled “To Set-up Notifications”](#to-set-up-notifications)

Follow these steps to set up guest notifications for your Booking Calendar:

1. Click **Booking Calendars** in the left-hand navigation menu.
2. Select the **Booking Calendar** you wish to edit.
3. Navigate to the **Notifications** tab.
4. In the **Guest Notifications** section, toggle on **Email** or **SMS** for each notification stage (such as **Meeting Confirmation**, **Meeting Reminder**, or **Meeting Rescheduled**).

Note

Enabling SMS notifications automatically adds an SMS consent checkbox to your Booking Form. Your account includes 25 complimentary SMS credits to get started.

5. Under **Meeting Reminder**, select the timing from the dropdown menu (e.g., *1 hour Before*) or click **+ Add email reminder** / **+ Add SMS reminder** to set additional reminders.
6. Click **Customize** next to any stage to edit the message content using object properties.

Note

Changes made in the **Notifications** tab are saved automatically.

## SMS Consent and Phone Verification

[Section titled “SMS Consent and Phone Verification”](#sms-consent-and-phone-verification)

To comply with telecommunications industry regulations and protect deliverability, OnceHub sends SMS notifications only when the following conditions are met:

* **Meeting consent:** The guest must provide explicit consent to receive SMS notifications (e.g., via the Booking Form consent checkbox, via API, or over the phone).
* **Phone number verification (US/Canada):** For phone numbers with the US/Canada country code (+1), the mobile number must be verified. Verification is not required for phone numbers outside the US and Canada at this time.

### How Verification Works

[Section titled “How Verification Works”](#how-verification-works)

* **First-Time Guests:** The meeting is scheduled immediately. Right after booking, the guest receives an SMS asking them to confirm their number by replying YES.
* **Returning Guests:** Verification is saved on their contact record, so returning guests only need to select the SMS consent checkbox when booking.

### Email Customization and Object Properties

[Section titled “Email Customization and Object Properties”](#email-customization-and-object-properties)

Personalizing your content ensures guests receive professional information tailored to your brand.

* **Customize Content:** Go to the **Notifications** tab, scroll down to the **Guest Notifications** section, and click **Customize** next to the desired notification type (for example, **Meeting Confirmation** or **Meeting Reminder**). This opens the **Email notification** tab where you can edit the **Subject** and **Body**. The rich text editor allows you to use full text formatting (such as bold, italics, alignment, lists), insert links, or include custom images.

* **Insert Object Properties:** Click **+ Object Properties** to open the properties dropdown menu, or type **@** to quickly search and insert them. These automatically pull dynamic data directly into the email, such as:

  * **Guest Info:** Full name, email address.
  * **Meeting Details:** Date, Time, Location.
  * **Links:** Reschedule link, Cancel link.

### SMS Customization and Object Properties

[Section titled “SMS Customization and Object Properties”](#sms-customization-and-object-properties)

Personalizing your text notifications helps guests receive clear and relevant meeting information directly on their mobile devices.

* **Customize Content:** Go to the **Notifications** tab, scroll down to the **Guest Notifications** section, and click **Customize** next to the desired notification type (for example, **Meeting Confirmation** or **Meeting Reminder**). Select the **SMS notification** tab to edit the message. SMS notifications support plain text only and do not include a subject field or rich text formatting options.

* **Insert Object Properties:** Click **+ Object Properties** to open the properties dropdown menu, or type **@** to quickly search and insert them. These automatically pull dynamic data directly into the SMS, such as:

  * **Guest Info:** Full name and mobile number.
  * **Meeting Details:** Date, Time, Location.
  * **Links:** Reschedule and cancellation links.

* **Notification-Specific Properties:** Available Object Properties vary depending on the notification type. For example, the **Reminder time** property is available only in **Meeting Reminder** notifications. Some properties, such as **Booking Form Transcript**, are not available in SMS notifications.

* **Compliance Footer:** To meet carrier and regulatory requirements, the **“Sent by OnceHub.”** text is automatically appended to all SMS notifications and cannot be removed.

Note

[**Cancellation and rescheduling policies**](https://help.staticso2.com/product/booking-calendars/booking-settings/how-to-set-guest-cancellation-and-rescheduling-policies-for-booking-calendars/) are configured independently, and each setting controls its respective link in default notifications:

* **If one policy is set to Never:** Only that specific action’s link and instructions are removed from the default notifications. For example: if cancellation is set to Never but rescheduling is allowed, only the cancel link is removed.
* **If both policies are set to Never:** All cancel and reschedule links and related phrases (such as “*Make changes to this meeting?*”) are removed.
* **Custom templates:** If a custom notification template still contains these links, they remain visible, but redirect guests to a page explaining that changes are not permitted under the current booking policy.