Manage booking confirmations and reminders

What should a booking confirmation include?

Include your name or service name, the date, time and time zone, the duration, where or how to join, a payment summary, any preparation, and your cancel and reschedule terms.

Then work through this list:

1. Use a stable join link. If a meeting link is generated or connected, test who can open it and when it expires. Do not publish a private host link, and do not assume Google Meet is always available.
2. Pick reminders you can rely on. Use only the schedules the product offers. A reminder does not prove someone will attend or has paid.
3. Send yourself a test. Book with a throwaway email and check the sender, subject, links, spam folder placement and how it reads on a phone.
4. Check your own notice. You should see the booking, the client, the payment state and the intake answers, without leaking them to other collaborators.
5. Try a change. Reschedule or cancel and confirm the booking updates, with no stale reminders or duplicate calendar events.

Before starting, know the booking's date, time zone, duration, price and the client's email. Prepare safe joining instructions and a fallback way to reach you. Keep private intake answers and reusable meeting credentials out of broad notifications.

What a good result looks like

• You and the buyer get matching date, time, time zone and service details.
• Joining and preparation steps work for a signed-out buyer.
• Reminders carry no unnecessary private data.
• A change leaves one current booking, not conflicting messages.

Common problems

• No email arrives. Check the buyer's address, their spam folder, your sender settings and any delivery logs.
• A reminder shows the old time. Compare the reschedule state, time zone, queued messages, calendar events and cached links.
• The meeting link fails. Check host permissions, expiry, the provider connection, and that the link belongs to the right event.
• Reminders arrive twice. Note the timestamps and booking reference. Do not cancel the booking while you investigate.

What to note for support

Record the booking reference, the client's email in redacted form, when the confirmation and reminders were sent, the subject, the time shown, the join-link result, any reschedule or cancel state and any delivery error.

Next steps

Test rescheduling and cancellation end to end, including calendar, payment, access and queued reminders. If problems remain, contact Tapmy Support with the booking or offer URL, safe references, the exact time and time zone, your browser and device, and what you expected versus what happened. Never share private calendar content, meeting secrets, passwords, authentication codes or card data.