How to Customize Email Templates for Booking Confirmations

TidyCal allows you to fully customize the HTML content and subject lines of your booking confirmation emails. This powerful feature lets you match your email communications to your brand voice, include custom information, and create a personalized experience for your clients.

Plan Requirement: Custom email templates are available on the Individual Plan ($29) or Agency Plan ($79).

What Are Custom Email Templates?

By default, TidyCal sends professional booking confirmation emails with standard content. Custom email templates let you replace this default content with your own:

• Custom Subject Lines: Write your own email subject with dynamic variables
• Custom HTML Content: Design the entire email body with rich formatting, images, and branding
• Template Variables: Insert dynamic booking information that auto-populates for each booking
• Per Booking Type: Each booking type can have its own unique email template

How to Access Custom Email Templates

To customize your booking confirmation email template:

1. Go to Booking Types in the top navigation menu
2. Click the booking type you want to customize
3. Scroll down to the Confirmations & Reminders section
4. Look for the "Custom confirmation email" toggle
5. Enable the toggle to activate custom email templates

Note: If you don't see this option, verify that you're on the Individual Plan or Agency Plan.

Customizing the Email Subject Line

The subject line is the first thing your clients see. Make it clear and informative.

Default Subject:

Confirmation: {{booking_type.title}} {{booking.starts_at}}

Example Custom Subjects:

• Your {{booking_type.title}} is Confirmed!
• Meeting Confirmed: {{booking.date}} at {{booking.time}}
• {{contact.name}}, Your Appointment is Scheduled

Template Variables (Dynamic Fields)

Template variables are placeholders that automatically fill in with booking-specific information. Use double curly braces: {{variable.name}}

Contact/Attendee Information:

• {{contact.name}} - Attendee's full name
• {{contact.email}} - Attendee's email address

Host/Your Information:

• {{host.name}} - Your name (booking type owner)
• {{host.email}} - Your email address

Booking Type Details:

• {{booking_type.title}} - Name of the booking type

Booking Details:

• {{booking.starts_at}} - Full date and time
• {{booking.date}} - Date only
• {{booking.time}} - Time only
• {{booking.timezone}} - Timezone name
• {{booking.location}} - Meeting location
• {{booking.meeting_url}} - Video meeting URL
• {{booking.reschedule_url}} - URL to reschedule or cancel

Testing Your Custom Email Templates

Step 1: Save your template by clicking "Update Booking Type"

Step 2: Create a test booking using your own email address

Step 3: Check your inbox and verify:

• Subject line appears correctly with variables filled in
• HTML formatting displays properly
• Template variables show actual data
• Links work (reschedule, meeting URL)

Step 4: Cancel the test booking after verification

Troubleshooting

Template variables aren't being replaced:

• Ensure you're using double curly braces: {{variable.name}}
• Check for typos in variable names
• Some variables only work for specific scenarios

HTML formatting isn't displaying correctly:

• Use inline CSS styles instead of <style> tags
• Stick to simple, table-based layouts
• Test in multiple email clients

Frequently Asked Questions

Can I use custom email templates on the Free Plan?
No. Custom email templates require the Individual Plan ($29) or Agency Plan ($79).

Can each booking type have a different email template?
Absolutely! Email templates are configured per booking type.

Can I add my company logo to custom emails?
Yes! Upload your logo to a publicly accessible URL and insert it using: <img src="https://yoursite.com/logo.png" alt="Logo" style="max-width: 200px;">

Do custom emails include calendar attachments (.ics files)?
If you've selected "Calendar Invite" as your confirmation method, yes—the .ics file is attached to your custom HTML email.