Automated Post-Booking Emails
Set up automated follow-up emails in TidyCal to engage contacts after bookings. Create up to 3 emails with customizable timing, subjects, and content — sent automatically after each completed booking.
Overview
Automated emails let you send follow-up messages to contacts after their bookings end. Common uses include:
- Requesting a review or feedback
- Sending a thank-you message
- Re-engaging contacts to book again
Available on all plans (Free, Individual, Agency). Maximum of 3 automated emails per account.
Getting Started
How to Access
- Go to Booking types in the sidebar
- Click Emails (under Booking types)
The first time you visit, TidyCal creates 3 default email templates:
| Default Email | Timing | Purpose |
|---|---|---|
| How did your booking go? | Immediately after booking | Request a review (includes review link) |
| Thank you for your booking | 30 minutes after booking | Thank-you follow-up |
| Ready to book again? | 3 days after booking | Re-engagement (includes booking page link) |
You can edit or delete these defaults and create your own.
Creating an Automated Email
- Go to Booking types → Emails
- Click Add email
- Set the timing — when to send after the booking ends:
- Immediately after booking
- 30 minutes, 1 hour, or 3 hours after
- 1 day, 3 days, 7 days, or 14 days after
- Enter the Subject line (max 500 characters). You can use template variables like
{{booking_type.title}} - Write the Message body (HTML supported, max 65,535 characters)
- Click Save
Template Variables
Use these variables in the subject and body. They are automatically replaced with real values when the email is sent:
| Variable | Description |
|---|---|
{{contact.name}} |
Contact's full name |
{{contact.email}} |
Contact's email address |
{{booking_type.title}} |
Booking type name |
{{booking_type.booking_page_url}} |
Public booking page link |
{{booking.date}} |
Booking date |
{{booking.time}} |
Booking time |
{{booking.review_url}} |
Link for the contact to leave a review |
{{user.name}} |
Your name (the host) |
Enabling and Disabling Emails
Global Enable/Disable
Each email has a toggle switch on the Emails page. When disabled, the email will not be sent for any booking type.
Per-Booking-Type Control
You can enable or disable each automated email for specific booking types:
- Edit a booking type
- Go to the Advanced tab
- In the Automated emails section, toggle each email on or off for this booking type
By default, all automated emails are enabled for all booking types. Disabling one for a specific booking type only affects that booking type.
How Sending Works
- TidyCal checks for eligible emails every 15 minutes
- Emails are sent after the booking ends (not when it's created)
- Only bookings that ended within the last 24 hours are considered (no backlog)
- Emails are not sent if the booking was cancelled before the scheduled send time
- Each email is sent only once per booking (duplicates are prevented)
- The reply-to address uses your booking type's custom reply-to (if set) or your account email
Editing and Deleting Emails
- Click any email on the Emails page to open the editor
- Change the timing, subject, or message and click Save
- To delete, click the Delete button at the bottom of the editor. This action cannot be undone.
Troubleshooting
Email not being sent
- Check that the email is enabled (toggle on) on the Emails page
- Check that the email is enabled for the specific booking type (Advanced tab → Automated emails)
- The booking must have ended — emails are not sent before the meeting time
- If the booking was cancelled, the email will not be sent
- Emails are checked every 15 minutes, so there may be a short delay
Cannot add more emails
The limit is 3 automated emails per account. Delete an existing email to create a new one.
Frequently Asked Questions
Which plans include automated emails?
All plans (Free, Individual, and Agency) include automated emails.
Can I create more than 3 automated emails?
No. The limit is 3 automated emails per account. You can customize the timing, subject, and content of each one.
When exactly are emails sent?
Emails are sent after the booking ends, not when it's created. The delay you set (e.g., 30 minutes, 3 days) starts from the booking end time. TidyCal checks every 15 minutes, so actual delivery may be up to 15 minutes after the scheduled time.
What happens if a booking is cancelled?
If a booking is cancelled before the email is due to send, the email will not be sent.