Email Notifications

WooCommerce Appointments sends emails for key events. Configure them under WooCommerce → Settings → Emails.

Available Emails

Admin Emails

New Appointment

• When sent: When a customer completes checkout and payment (or when appointment requires confirmation)
• Trigger: Appointment status changes from in-cart/unpaid to paid or pending-confirmation after checkout
• Purpose: Notifies you (and assigned staff) that a new booking has been made
• Note: Also sent when a pending confirmation appointment is created

Appointment Cancelled

• When sent: When an appointment status changes to cancelled
• Trigger: Customer cancels their appointment from their account, or you cancel it from the admin panel
• Purpose: Alerts you (and assigned staff) that an appointment has been cancelled
• Note: Sent for appointments transitioning from pending-confirmation, confirmed, paid, or unpaid to cancelled

Appointment Rescheduled

• When sent: When an appointment date or time is changed
• Trigger: Customer reschedules their appointment from their account, or you reschedule it from the admin panel
• Purpose: Notifies you (and assigned staff) of appointment time/date changes
• Note: Includes both the previous and new appointment times in the email

Customer Emails

Appointment Confirmed

• When sent: When an appointment status changes to confirmed
• Trigger: Appointment is confirmed (automatically after payment for products that don't require confirmation, or manually by admin)
• Purpose: Confirms the booking details and provides appointment information to the customer
• Note: This is separate from the "New Appointment" admin email and is sent when the appointment becomes confirmed

Appointment Reminder

• When sent: At a scheduled time before the appointment (configurable in email settings)
• Trigger: Automated reminder sent X hours/days before the appointment start time (default: 1 day before)
• Purpose: Helps customers remember their upcoming appointment
• Note: Only sent for active appointments (not cancelled). Configure the reminder time in WooCommerce → Settings → Emails → Appointment Reminder

Appointment Cancelled

• When sent: When an appointment status changes to cancelled
• Trigger: Customer cancels their appointment from their account, or you cancel it from the admin panel
• Purpose: Confirms the cancellation to the customer
• Note: Sent for appointments transitioning from pending-confirmation, confirmed, paid, or unpaid to cancelled

Appointment Follow-up

• When sent: After the appointment has ended (configurable in email settings)
• Trigger: Automated email sent X hours/days after the appointment end time (default: 1 day after)
• Purpose: Follow-up communication, feedback requests, or promotional messages
• Note: Only sent for active appointments (not cancelled). Configure the follow-up time in WooCommerce → Settings → Emails → Appointment Follow-up

ICS Calendar Attachments

The following emails automatically include an .ics calendar file so recipients can add the appointment to their calendar app:

• Admin New Appointment
• Admin Appointment Rescheduled
• Appointment Confirmed
• Appointment Reminder
• WooCommerce Processing Order (when it contains appointments)
• WooCommerce Completed Order (when it contains appointments)

note

Cancelled and Follow-up emails do not include ICS attachments.

Timezone-Aware Admin Emails

Since version 5.2.0, admin emails (New Appointment, Cancelled, Rescheduled) are timezone-aware. When an appointment has assigned staff, the system groups recipients by timezone and sends each group an email with dates formatted in their own timezone. Admin recipients see the site timezone; staff recipients see their personal timezone.

Email Placeholders

All appointment emails support these placeholders in the subject and heading fields:

Placeholder	Description
{site_title}	Your site name
{product_title}	The appointable product name
{appointment_number}	The appointment ID
{appointment_start}	Formatted start date/time
{appointment_end}	Formatted end date/time
{order_date}	Order creation date
{order_number}	WooCommerce order number

The Rescheduled email also supports {prev_appointment_start} and {prev_appointment_end} for the previous date/time.

Customize Emails

1. Go to WooCommerce → Settings → Emails.
2. Click Manage next to the email to edit subject, heading, and type (HTML/Text).
3. Override templates in your theme for deeper changes.

note

Template overrides live under yourtheme/woocommerce/appointments/emails/.