The Email Designer changes how every booking email looks. You can add your logo, a message of your own, a button for reviews, and your brand color. The booking details (service, date, time, and location) fill in by themselves.
Open the Email Designer
- Click Settings in the app menu.
- Click Email & SMS notifications.
- Under Email Design, make sure Easy Appointment Booking is selected. It has a Recommended label.
- Click Customize Emails.
Make your changes
The designer has numbered sections, in the order they show in the email. Open a section to change it. Sections with a switch can be turned on or off.
- Subject lines — pick an email, then edit its subject. See below.
- Store header — shows your logo and store name at the top. Use Show store header, Show logo and Show store name. The logo comes from Settings > Storefront Settings > Store logo, so add it there first. You can also type a different store name.
- Your message — adds your own text, such as parking directions or what to bring. Turn on Show your message, choose Before booking details or After booking details, then type it in Message. Plain text only. To add the customer's details, type
{first_name},{last_name},{email}or{phone}, for exampleHi {first_name},. - Booking details — shows where each part of the booking comes from. For example, the service name, location, team member and Event notes come from the event.
- Review request — adds a button that asks customers for a review. Turn on Show review request, then type a Message, the Button text, and the link. Choose All booking emails or Follow-up emails only under Show in. Needs the Pro Plus plan or higher.
- Footer — sets where the "Contact us" link goes.
- Button color — changes the color of the buttons.
Your changes apply to every email type and every service. To say something different for one service, such as what to bring, add it to that service's Event notes. They appear only in that service's emails. See Add a description, notes, and a location. For a different email design for each service, use Klaviyo (Ultimate plan).
Preview and save
The preview is on the right. It shows the From, To and Subject of the email.
- Choose the email to preview: confirmation, reminder, cancellation, and the others.
- Under Event, choose one of your events. The preview then shows that event's name, location, team member and Event notes.
- Click Save in the bar at the top. Click Discard to drop your changes.
To start again, click Reset to default.
Send yourself a test email
Click Send test to email the design to yourself. It sends the email you are previewing, with the event you picked, even before you save. The test goes only to your store's email addresses from Shopify. Choose one in Send to. A store can send 20 tests a day.
Change the subject lines
- In the Email designer, open Subject lines.
- Choose the email, such as the confirmation or the reminder.
- Edit the subject.
- Click Save.
An email with no custom subject uses the default. You can put booking details in a subject line with variables. For example: Your {{event_name}} is on {{start_date}}. When the email is sent, the app replaces each variable with the real value. The preview shows your unsaved subject. If a subject has a mistake, such as a missing }}, the app shows an error and does not save it.
Stores that still use Custom Email Templates edit subjects in Settings > Email & SMS notifications instead.
Common variables:
| Variable | Becomes |
|---|---|
{{first_name}} | The customer's first name |
{{last_name}} | The customer's last name |
{{customer_email}} | The customer's email address |
{{customer_phone}} | The customer's phone number |
{{event_name}} | The service name |
{{start_date}} | The booking date |
{{start_time}} | The start time |
{{event_location}} | The service location |
{{availability_name}} | The team member's name |
{{shop_name}} | Your store name |
Show the customer's details to your team
The booking email shows the service, date, time, team member, location, notes, attendees and booking ID. To add the customer's name, email and phone number, use Your message:
-
In the Email designer, open Your message and turn on Show your message.
-
In Message, type the details you want, for example:
Customer: {first_name} {last_name}, {email}, {phone} -
Click Save.
Each email fills in that customer's details. If the customer left a detail blank, it is left out. A blank first name shows as "there", so Hi {first_name}, still reads well.
Your team member's copy is the same email as the customer's, sent to them as a CC (see Send them a copy of their bookings). The customer sees the same message, so add only details they would expect to see. You can also put customer details in the subject line, for example New booking: {{first_name}} {{last_name}}, {{customer_phone}}.
Your message can't add the customer's address or their answers to your intake questions. To see those, open the booking on the Bookings page. Team members without access to your Shopify admin can see their bookings in the Team Portal.
Custom Email Templates (older stores only)
Some older stores still use Custom Email Templates, the earlier template system where you edit the email code. It is not available to new stores. In those templates, the variables work in the email body too, including {{customer_email}}, {{customer_phone}} and {{shipping_address}}. If you still use it, we recommend moving to the Email Designer. Contact support if you would like help.
Free plan
The Email Designer needs a paid plan. On the Free plan, customers get the standard email design.