Sending internal appointment notifications and agendas with Acuity Scheduling

Send automatic email and text message notifications to yourself and your staff. Your notifications can keep you up-to-date, show you the week ahead at a glance, and remind you of upcoming appointments.

Note: The instructions below include links to Acuity settings separated by the kind of account you use to log into Acuity. Which kind of account do I have?

Notifications about booking activity

You can set each of your calendars to send a notification when appointments are booked, canceled, or rescheduled. You can send these calendar-specific notifications to any email address or phone number.

Or, if you’re the Acuity subscriber, you can use the Booking alerts panel to set up notifications for appointments on all calendars, and for all packages, gift certificates, and subscriptions sold.

Note: If you set up calendar-specific appointment notifications for a person who also gets the Booking alerts panel appointment notifications, they’ll receive two emails every time someone books, reschedules, or cancels an appointment.

Calendar-specific appointment notifications

Send email or text message notifications about a specific calendar to keep your staff informed about their upcoming appointments.

Text message notifications are available in the Growing and Powerhouse plans.

Whenever someone schedules, reschedules, or cancels an appointment on a particular calendar, Acuity sends notifications. For email notifications, Acuity sends copies of the emails sent to your clients, excluding follow-ups. For text message notifications, Acuity sends the subject lines of those emails as text messages. For information about text message reminders, read the section below.

Note: These notifications are disabled by default.

We recommend these notifications if:

  • You want to keep staff updated about their upcoming appointments.
  • You want to set up notifications for staff who have view-only access.
  • You’re a business owner who wants text message notifications instead of emails.
  • You’re a business owner who only wants appointment notifications for certain calendars.

To enable calendar-specific text and email notifications:

  1. Open the Availability panel: I log in with an Acuity account | I log in with a Squarespace account.
  2. Above a calendar, click Calendar settings.
  3. In the Email/Phone Notifications field, enter email addresses, phone numbers, or both. Separate multiple entries with commas. If you're entering a phone number outside the United States and Canada, ensure you've formatted it correctly.
  4. Click Save.
  5. (Optional) Repeat Steps 2 through 4 until you’ve set up all the notifications you want.

Appointment notifications in the Booking alerts panel

These notifications keep you informed about appointments and booking codes for an entire Acuity account. They’re only available to the Acuity account subscribers.

Acuity sends an email whenever someone schedules, reschedules, or cancels an appointment, and whenever someone buys a booking code.

These alerts are a great way to keep track of what's happening across your business, but they don’t include reminders about upcoming appointments. Appointment notifications are enabled by default.

We recommend appointment notifications if:

  • You’re a solo provider.
  • You’re a business owner who needs a comprehensive overview of Acuity activity.
  • You want to be notified whenever someone buys a booking code.

To enable or disable the emails:

  1. Open the Booking Alerts panel: I log in with an Acuity account | I log in with a Squarespace account.
  2. Switch the Send appointment notifications toggle On or Off.

Appointment reminders and summaries

Summary emails

Review what’s on your agenda for the coming day or week with summary emails. Weekly emails are enabled by default, but you can switch to daily emails or opt out.

Anyone with view and edit access, or higher, can receive these emails.

We recommend these notifications if you want information about your upcoming appointments all in one place.

If you choose daily summaries, you'll get the email every day, even if you don't have any appointments the next day. If you choose weekly summaries, you won't receive a summary email if you don't have any appointments in the next week.

To enable or disable appointment summary emails:

  1. Open the Booking Alerts panel: I log in with an Acuity account | I log in with a Squarespace account.
  2. Switch the Send summary emails toggle On or Off.
  3. If the emails are enabled, use the radio buttons to select Weekly or Daily emails.
  4. If you choose daily emails, use the drop-down menu to choose what time Acuity sends the emails.

Calendar-specific email reminders

Send email reminders about upcoming appointments to yourself or your staff.

When Acuity sends an appointment reminder to a client, it also sends a copy to any email addresses that get notifications about the relevant calendar. These notifications are disabled by default, but you can turn them on or off for each of your client reminder emails.

We recommend these notifications if you want email reminders about individual upcoming appointments.

To enable email appointment reminders:

  1. Enable calendar activity notifications by entering an email address in the calendar settings.
  2. Open the Email Settings panel: I log in with an Acuity account | I log in with a Squarespace account.
  3. Click Reminders.
  4. At the top of the page, select a reminder email template. 
  5. In the Send to field, select Send this reminder to clients and admins.
  6. Click Save settings.
  7. (Optional) Repeat Steps 4 through 6 until you've enabled all the reminders you want.

Calendar-specific text message reminders

Send text message reminders about upcoming appointments to yourself or your staff.

Text message notifications are available in the Growing and Powerhouse plans.

When Acuity sends an appointment reminder to a client, it also sends a copy to any phone numbers that get notifications about the relevant calendar. These notifications are disabled by default, but you can turn them on or off for each of your text message reminder templates.

We recommend these notifications if you want text message reminders about individual upcoming appointments for yourself or your staff.

To enable text message appointment reminders:

  1. Enable calendar activity notifications by entering a phone number in the calendar settings.
  2. Open the Client SMS Reminders panel: I log in with an Acuity account | I log in with a Squarespace account.
  3. Click a template.
  4. Switch the Send a reminder to admins toggle On.
  5. Repeat Steps 3 and 4 until you’ve enabled all the reminders you want.

Verify your phone number

If you set up internal text message notifications and haven’t already verified your phone number, Acuity will prompt you to verify it. To learn how to verify your phone number, visit Sending appointment reminders via text.

Limits

Acuity only sends internal notifications if it also sends the matching client notification. Acuity won’t send client notifications if there’s no client email address in the appointment details. It also won’t send client notifications if you or your staff choose the option to make changes without sending notifications when booking, rescheduling, or canceling an appointment.

Troubleshooting

Review the information below for tips to ensure your notifications arrive.

Expected notification didn’t arrive

If you expected an Acuity email notification but didn’t receive it, start by checking the list of notifications Acuity has sent about the appointment in question:

  1. Open the Calendar panel: I log in with an Acuity account | I log in with a Squarespace account.
  2. Click the appointment to open appointment details.
  3. Click View all changes & notifications sent.

If you find the entry Admin chose not to send emails, you or your staff opted to make the change to the appointment without sending notifications.

If ‌Acuity did send an email notification, but you never received it, check your spam folder for the missing email. If your spam filter is catching Acuity emails, add no-reply@acuityscheduling.com to your safe senders list.

If your spam filter isn’t catching the missing Acuity notifications, contact your internet service provider or hosting provider. Ask them to add Acuity’s email addresses and IP addresses to a trusted sender list. Our IP addresses are:

  • 149.72.52.197
  • 149.72.90.69
  • 149.72.227.216
  • 149.72.242.200
  • 168.245.51.104
  • 198.37.159.6

Email dropped

If you find the entry Email dropped in the appointment changelog, the email may have been sent to an address that has been unsubscribed from Acuity emails.

You can opt to unsubscribe from Acuity appointment reminders, follow-ups, and agenda summary emails by clicking Unsubscribe at the bottom of those emails. If you open one of those emails and click Unsubscribe again, Acuity will prompt you to resubscribe.

If you unsubscribe from follow-ups and appointment reminders, you'll still receive transaction notifications, such as appointment confirmations, rescheduling notifications, and subscription payment confirmations. 

Notifications all come from one client

If all your Acuity appointment notifications appear to come from one particular client, you may have saved our email address in your contacts under that client's name.

Search your contacts for no-reply@acuityscheduling.com, and ensure that email address is only associated with "Acuity Scheduling."

Duplicate emails

If you’re the Acuity account subscriber and you’re getting two emails about each appointment booked, rescheduled, or canceled, check if you have both the Booking alerts appointment notifications and calendar-specific appointment notifications turned on. When both of these settings are enabled, Acuity sends you two emails every time someone books, cancels, or reschedules. Choose one to use and disable the other.

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