Confirmations & reminders
WhenTap keeps everyone informed without you lifting a finger: the customer gets a confirmation and reminders, and you get told about every new booking. This page lays out exactly what goes out and when.
The confirmation
The moment a booking is confirmed, the customer gets a confirmation email. It includes:
- the service and the time, shown in the customer's own timezone,
- the staff member,
- how to attend, the address, the video link, or a note that a link will follow, depending on the location,
- a private manage link to reschedule or cancel.
The reminders
WhenTap then schedules an email reminder 24 hours before the appointment.
It is queued when the booking is made and sent by a background worker that checks for anything due every 30 seconds. If a booking is cancelled before the reminder is due, it is quietly dropped, so no one gets a reminder for an appointment that is not happening.
If a booking is rescheduled, its old reminder is cancelled and a new one is scheduled around the new time.
Add to calendar
The confirmation screen offers add-to-calendar buttons (Google Calendar and a downloadable .ics file). When the customer taps one, the appointment lands on their own calendar and their phone reminds them natively, on the lock screen, at whatever notice they normally use, with no cost or opt-in on your side. For most bookings this is the reminder that actually gets people to show up.
If you connect a staff calendar, every booking is also pushed onto that calendar automatically, so the staff member's own device reminds them too.
You get notified too
On every new booking, the site owner, and the staff member if they have an email on file, gets a "new booking" email with the customer's name and email, the time, the staff member, how to attend, and any intake answers. It is deduped, so if you are also the staff member you get one email, not two.
Timezones
Every time in a confirmation or reminder is formatted in the customer's timezone, which the widget detects (and lets them change). So a customer in another timezone reads the time as it is for them, even though the appointment is stored as an exact moment. See How booking works.