Managing and customizing Zoom Scheduler email notifications
Zoom Scheduler leverages the Zoom platform to connect users to their calendars, where they can generate slots of scheduled availability for attendees to then select a preferred time on both parties’ calendars. This article explains how to customize email notifications, in order to help share information on the purpose of the meeting, so everyone can come prepared.
Customize the email and SMS notifications being sent to you or attendees. The following email notifications can be edited and customized.
Note: Your phone number is needed for SMS notifications to work. You will receive a message if you haven't added your phone number. In the message, click Set phone number.
Booking Confirmation SMS
The booking confirmation SMS is sent to both you and the person booking the session with you. This is sent immediately after the booking is confirmed. If requiring a verification code, the confirmation SMS is sent after the user enters the confirmation code sent to them via SMS.
The host can edit the email template and its settings.
Applied to : Choose which existing booking schedules these customizations will apply to. Unselected booking schedules will use the default settings, if this SMS notification is enabled for that booking schedule.
Apply to all new repeating booking schedules: Select the checkbox to have these customizations applied to any new booking schedules you create.
SMS timing : Set how many days, hours, or minutes before the event starts when the reconfirmation SMS is sent.
Send SMS : Choose who to send the reconfirmation SMS: To you (the host), To attendee, or To you and attendee.
Depending on the selection made above, the option to edit and preview the SMS to Attendees and/or the SMS to You will be shown below. On the bottom-right corner of the SMS preview, click Edit to customize the SMS template.
Click Save Changes to save the edits.
Cancellation SMS
The booking cancellation SMSl is sent to both you and the person that booked the session with you. This is sent immediately after the booking is canceled, either by the host or the person that booked the session.
The host can edit the SMS template and its settings.
Applied to : Choose which existing booking schedules these customizations will apply to. Unselected booking schedules will use the default settings, if this SMS notification is enabled for that booking schedule.
Apply to all new repeating booking schedules: Select the checkbox to have these customizations applied to any new booking schedules you create.
SMS timing : Set how many days, hours, or minutes before the event starts when the reconfirmation email is sent.
Send SMS : Choose who to send the reconfirmation SMS: To you (the host), To attendee, or To you and attendee.
Depending on the selection made above, the option to edit and preview the SMS to Attendees and/or the SMS to You will be shown below. On the bottom-right corner of the SMS preview, click Edit to customize the SMS template.
Click Save Changes to save the edits.
Reconfirmation Email & SMS
The reconfirmation email and SMS is sent to remind and confirm that the booked session is still taking place at the scheduled date and time.
Applied to : Choose which existing booking schedules these customizations will apply to. Unselected booking schedules will use the default settings, if this email or SMS notification is enabled for that booking schedule.
Apply to all new repeating booking schedules: Select the checkbox to have these customizations applied to any new booking schedules you create.
Email and SMS timing : Set how many days, hours, or minutes before the event starts when the reconfirmation email and SMS is sent.
Send Email : Choose who to send the reconfirmation email: To you (the host), To attendee, or To you and attendee.
Depending on the selection made above, the option to edit and preview the Email to Attendees and/or the Email to You will be shown below. On the bottom-right corner of the email preview, click Edit to customize the email template.
Send SMS : Choose who to send the reconfirmation SMS: To you (the host), To attendee, or To you and attendee.
Depending on the selection made above, the option to edit and preview the SMS to Attendees and/or the SMS to You will be shown below. On the bottom-right corner of the SMS preview, click Edit to customize the SMS template.
Click Save Changes to save the edits.
Reminder Email & SMS
The reminder email and SMS is sent to remind the host and attendees of the booked session at the scheduled date and time.
Applied to : Choose which existing booking schedules these customizations will apply to. Unselected booking schedules will use the default settings, if this email and SMS notification is enabled for that booking schedule.
Apply to all new repeating booking schedules: Select the checkbox to have these customizations applied to any new booking schedules you create.
Email and SMS timing : Set how many days, hours, or minutes before the event starts when the reminder email and SMS is sent.
Send Email : Choose who to send the reminder email: To you (the host), To attendee, or To you and attendee.
Depending on the selection made above, the option to edit and preview the Email to Attendees and/or the Email to You will be shown below. On the bottom-right corner of the email preview, click Edit to customize the email template.
Send SMS : Choose who to send the reminder SMS: To you (the host), To attendee, or To you and attendee.
Depending on the selection made above, the option to edit and preview the SMS to Attendees and/or the SMS to You will be shown below. On the bottom-right corner of the SMS preview, click Edit to customize the SMS template.
Click Save Changes to save the edits.
Thank you email
The thank you email is sent after the end of the session to encourage attendees to respond to a survey about the booked session. By default, the follow-up email thanks them for their attendance and encourages any feedback or questions.
Applied to : Choose which existing booking schedules these customizations will apply to. Unselected booking schedules will use the default settings, if this email notification is enabled for that booking schedule.
Apply to all new repeating booking schedules: Select the checkbox to have these customizations applied to any new booking schedules you create.
Email timing : Set how many days, hours, or minutes after the event ends when the thank you email is sent.
Send Email : Choose who to send the thank you email: To you (the host), To attendee, or To you and attendee.
Depending on the selection made above, the option to edit and preview the Email to Attendees and/or the Email to You will be shown below. On the bottom-right corner of the email preview, click Edit to customize the email template.
Click Save Changes to save the edits.
Quick Survey Email
The quick survey email is sent after the end of the session to encourage attendees to respond to a survey about the booked session. The host must provide the link(s) to the survey (created by the host) and request feedback or questions.
Applied to : Choose which existing booking schedules these customizations will apply to. Unselected booking schedules will use the default settings, if this email notification is enabled for that booking schedule.
Apply to all new repeating booking schedules: Select the checkbox to have these customizations applied to any new booking schedules you create.
Email timing : Set how many days, hours, or minutes after the event ends when the quick survey email is sent.
Send Email : Choose who to send the quick survey email: To you (the host), To attendee, or To you and attendee.
Depending on the selection made above, the option to edit and preview the Email to Attendees and/or the Email to You will be shown below. On the bottom-right corner of the email preview, click Edit to customize the email template.
Click Save Changes to save the edits.
Follow Up Email & SMS
The follow-up email is sent after the end of the session to follow up with the host and/or attendees of the booked session. By default, the follow-up email thanks them for their attendance, encourages them to schedule another session, and requests feedback or questions.
Applied to : Choose which existing booking schedules these customizations will apply to. Unselected booking schedules will use the default settings, if this email and SMS notification is enabled for that booking schedule.
Apply to all new repeating booking schedules: Select the checkbox to have these customizations applied to any new booking schedules you create.
Email and SMS timing : Set how many days, hours, or minutes after the event ends when the follow up email is sent.
Send Email : Choose who to send the follow-up email: To you (the host), To attendee, or To you and attendee.
Depending on the selection made above, the option to edit and preview the Email to Attendees and/or the Email to You will be shown below. On the bottom-right corner of the email preview, click Edit to customize the email template.
Send SMS : Choose who to send the follow-up SMS: To you (the host), To attendee, or To you and attendee.
Depending on the selection made above, the option to edit and preview the SMS to Attendees and/or the SMS to You will be shown below. On the bottom-right corner of the SMS preview, click Edit to customize the SMS template.
Click Save Changes to save the edits.
Additional Resources Email
The additional resources email is sent after the end of the session to provide attendees with links to additional resources related to the booked session. Links to the additional resources must be provided by the host.
Applied to : Choose which existing booking schedules these customizations will apply to. Unselected booking schedules will use the default settings, if this email notification is enabled for that booking schedule.
Apply to all new repeating booking schedules: Select the checkbox to have these customizations applied to any new booking schedules you create.
Email timing : Set how many days, hours, or minutes after the event ends when the thank you email is sent.
Send Email : Choose who to send the additional resources email: To you (the host), To attendee, or To you and attendee.
Depending on the selection made above, the option to edit and preview the Email to Attendees and/or the Email to You will be shown below. On the bottom-right corner of the email preview, click Edit to customize the email template.
Click Save Changes to save the edits.
How to create a custom notification
In addition to the default email and SMS notification templates, hosts can create a custom email and SMS template to serve a unique need, provide a few variants of a template, and more.
At the top of the list of notification templates, click Create Custom Notification.
Enter a name for this new notification and click Next. The following options can be edited and customized:
Applied to : Choose which existing booking schedules these customizations will apply to. Unselected booking schedules will use the default settings, if this email notification is enabled for that booking schedule.
Apply to all new repeating booking schedules: Select the checkbox to have these customizations applied to any new booking schedules you create.
Email timing : Set when the email is sent. Emails can be set to send a specified number of days, hours, or minutes either after booking, before event starts, after event starts, after event ends, or after one cancels.
Send Email : Choose who to send the custom email: To you (the host), To attendee, or To you and attendee.
Depending on the selection made above, the option to edit and preview the Email to Attendees and/or the Email to You will be shown below. On the bottom-right corner of the email preview, click Edit to customize the email template.
Send SMS : Choose who to send the custom SMS: To you (the host), To attendee, or To you and attendee.
Depending on the selection made above, the option to edit and preview the SMS to Attendees and/or the SMS to You will be shown below. On the bottom-right corner of the SMS preview, click Edit to customize the SMS template.
Click Save to create the custom email notification. When created, this and other custom email notifications will be listed in the Other section, as well as an available option when creating or editing a booking schedule.
Available email variables
When customizing an existing email template or creating a new email template, hosts can use specific variables to reference details in the email, including the name of the event, the name of the host, the name of the person booking the event, and the date/time of the event.
The following variables are available:
{{event_name}} Inserts the name of the event, which is the same as the booking schedule name.
{{event_date}} Inserts the date of the scheduled appointment, such as Friday, July 19.
{{event_time}} Inserts the time of the scheduled appointment, such as 8:00 - 9:00 AM EST.
{{event_duration}} Inserts the scheduled duration of the scheduled appointment.
{{event_location}} Inserts the location of the appointment provided by the host.
{{coming_time}} Inserts the time to event (for example, in 1 day).
{{organizer_name}} Inserts the name of the host/organizer of the appointment.
{{organizer_email}} Inserts the email of the organizer.
{{attendee_first_name}} Inserts the first name of the attendee that scheduled the appointment. This is provided by the user when scheduling the appointment.
{{attendee_last_name}} Inserts the last name of the attendee that scheduled the appointment. This is provided by the user when scheduling the appointment.
{{attendee_full_name}} Inserts the full name (first and last name) of the attendee that scheduled the appointment. This is provided by the user when scheduling the appointment.
{{attendee_email}} Inserts the email address of the attendee that scheduled the appointment. This is provided by the user when scheduling the appointment.
{{attendee_phone_number}} Inserts the phone number of the attendee that scheduled the appointment. This is provided by the user when scheduling the appointment.
{{attendee_count}} Inserts the number of attendees currently scheduled to attend.
{{seat_count}} Inserts the total number of attendees spots for the appointment.
{{answer_x}} Inserts the bookers answer to custom question X where X can be 1, 2, 3…10.
{{questions_and_answers}} Not available
{{description}} Inserts the booking page description
: Choose which existing booking schedules these customizations will apply to. Unselected booking schedules will use the default settings, if this SMS notification is enabled for that booking schedule.
: Set how many days, hours, or minutes before the event starts when the reconfirmation SMS is sent.
: Choose who to send the reconfirmation SMS: To you (the host), To attendee, or To you and attendee.
to customize the SMS template.
: Choose who to send the reconfirmation email: To you (the host), To attendee, or To you and attendee.