Email notifications

Email notifications confirm what happened and what comes next. Keep each message concise, accurate, and useful even when the recipient reads it on a phone.

Choose recipients and sender details

Open Cadence Booking → Settings → Notifications. Set a recognizable sender name and a monitored reply-to address. Configure customer confirmations and the internal recipients who need to act on a new booking.

Use role-based addresses when several people share responsibility. Avoid sending appointment details to staff who do not need them.

Write useful message content

Include the service, date, time, time zone, location or meeting method, and a clear contact path. Explain any preparation steps and link to the applicable cancellation policy.

Use the available Cadence Booking placeholders rather than typing appointment details manually. Preview every template after editing so no placeholder is misspelled or left visible to the customer.

Improve delivery reliability

WordPress must be able to send transactional mail reliably. Use an authenticated mail provider appropriate for your domain, configure SPF and DKIM, and keep the From domain aligned with that provider.

Cadence Booking records the booking even if mail delivery is delayed. Your operational process should therefore include reviewing the appointment list rather than treating the inbox as the only record.

Test every notification

Create a test booking with an address you can inspect. Check customer and staff messages on desktop and mobile, verify links, and confirm that replies go to the intended mailbox.

If a message is missing, check spam, the WordPress mail logs, and the sending provider before resubmitting several bookings. Never include a license key, payment card data, or unnecessary sensitive information in a booking email.