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Creating a Booking Confirmation Automation

Automations in Calpace help you streamline your workflow by automating repetitive tasks and communications. One of the most important automations is the booking confirmation, which ensures your clients receive an immediate confirmation email as soon as they schedule an appointment with you.

This guide will walk you through the entire process of setting up this essential automation.

Step 1: Navigate to Automations and Create a New One

First, you need to go to the Automations section of your dashboard.

  1. Click on the Automations tab in the main navigation menu on the left.
  2. Click the purple + New Automation button at the top-right of the screen to open the creation wizard.
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Step 2: Choose the "Booking Confirmation" Template (Step 1 of 3)

The creation process starts with choosing a template. This makes setup quick and easy.

  • In the "Choose a Template" window, you'll see several pre-built options.
  • Select Booking Confirmation, which is designed to "Send confirmation email when a booking is created."
  • Click the Next button at the bottom to proceed.
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Step 3: Configure the Automation (Step 2 of 3)

Because you selected a template, most of the settings will be pre-filled for you. This step allows you to review and customize them.

  • Automation Name: This is an internal name for your reference. The template defaults this to "Booking Confirmation."
  • Trigger Event: This is the action that starts the automation. For this template, it's correctly set to New Booking Created. This means the workflow will begin the moment a client finalizes a booking.
  • Actions: This section defines what the automation does when it's triggered.
    • EMAIL Action: The template has already added an action to send an email.
    • Email Template: You can choose from your list of pre-designed emails. It defaults to the "Booking Confirmation" template.
    • Delay: This determines when the action happens. For an instant confirmation, the delay is set to 0 Minutes.
  • Activate automation immediately: This box is checked by default, meaning your automation will be live as soon as you create it.
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Once you are happy with the configuration, click Next.

Step 4: Review and Save (Step 3 of 3)

This is the final step where you review a summary of your new automation to ensure all the details are correct.

Review the following details:

  • Automation Name: Booking Confirmation
  • Trigger: NEW BOOKING
  • Actions: SEND EMAIL
  • Status: Active
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If everything looks correct, click the Create Automation button to save and activate your workflow.

Step 5: Automation is Active

After creation, you will be returned to the main Automations dashboard. You will now see your new "Booking Confirmation" automation listed, with a green "Active" tag.

From here, you can view, edit, or delete the automation at any time using the icons on the card.

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Congratulations! Your booking confirmation automation is now live. Every time a client books an appointment, they will instantly and automatically receive a confirmation email, providing a professional experience without any manual work from you.

Related topics:

automationemailsschedulesetup