Every time a client books an appointment through a Dubsado scheduler, they automatically receive a confirmation email. You can customize what that email says by editing the default template or selecting a custom template for each scheduler.
How the confirmation email works
When a client books an appointment through a scheduler, Dubsado immediately sends a confirmation email to them. If you haven't selected a custom template, Dubsado uses the Appointment Confirmed default template.
The confirmation email is always sent when a client books through a scheduler. You cannot disable it.
You can find and edit the default template at Messages ➔ Default templates ➔ Appointment Confirmed. If you want to use a different email for a particular scheduler, or use different confirmation emails for different appointment types, you can create a custom template and assign it to that scheduler.
Editing the default confirmation template
The Appointment Confirmed template is the email Dubsado sends unless you've selected a different one on a scheduler. You can edit its subject line and body at any time.
Navigate to Messages ➔ Default templates.
Click Appointment Confirmed to open the template editor.
Edit the subject line and body as needed.
To insert appointment details into the email, click the Smart fields button (brackets-curly icon) in the editor toolbar. In the popover that appears, expand the Appointment category to browse available fields, or use the search to find one by name.
Click Save when you're done.
The Appointment smart field category includes fields for the appointment name, location, duration, start and end dates, start and end times, and cancellation reason. It also includes action fields — Appointment Reschedule Button, Appointment Cancel Button, and Appointment Add to Calendar Link — and an Appointment Conferencing Link field for schedulers with video conferencing enabled.
For the full list of appointment smart fields and what each one outputs, see the smart field reference guide.
The Appointment Conferencing Link field populates with a direct join link when your scheduler is connected to a video conferencing integration. If the scheduler doesn't have video conferencing enabled, this field will appear blank in the sent email.
Using a custom template as the confirmation email
If you want a confirmation email that's tailored to a specific appointment type, you can create a custom template and assign it to a scheduler. Each scheduler template has its own confirmation email setting, so you can use different emails for different schedulers.
Step 1: Create a custom email template
Navigate to Messages ➔ Custom templates.
Click + New template to create a new email template.
Write your subject line and body. Use the Smart fields button in the editor toolbar to insert appointment details — expand the Appointment category in the smart fields popover to find the fields you need.
Click Save when done.
Step 2: Assign the template to a scheduler
Navigate to Events ➔ Scheduler Templates and open the scheduler template you want to configure. If you haven't set one up yet, see the article on creating a scheduler template for guidance.
Click the Advanced tab.
Find the Invitation & Confirmation Emails card and expand it.
In the Confirmation email section, click the Select confirmation email template dropdown.
Choose your custom template from the list. The dropdown shows both Custom Templates and Default Templates sections — any template in either group can be selected.
Save your changes.
Clients who book through this scheduler will now receive your custom confirmation email instead of the default.
Each scheduler template stores its own confirmation email selection. You can assign different confirmation emails to different schedulers without affecting each other.
FAQ
Can I include reschedule or cancel buttons in the confirmation email?
Yes. Add the Appointment Reschedule Button and/or Appointment Cancel Button smart fields to your confirmation email template. You'll find them in the Appointment category of the Smart fields popover in the template editor.
Can I give clients a way to add the appointment to their calendar?
Yes. Insert the Appointment Add to Calendar Link smart field into your email template. When clients receive the confirmation email, they can click the link to add the appointment to their calendar app.
Can I link a questionnaire, sub-agreement, or proposal in the confirmation email?
No. The confirmation email cannot link to questionnaires, sub-agreements, or proposals. You have two options depending on when the client needs to complete the form:
If the form should be completed before booking, attach it as the required form on the scheduler template. See the article on adding a form to a scheduler for how to set this up.
If the form should be completed after booking, send it separately — either manually from the project or through a flow triggered by the booking.
Should I send the confirmation email through a flow instead?
No. The scheduler's built-in confirmation email cannot be disabled, so triggering a second confirmation through a flow would result in your client receiving two emails. Appointment smart fields also do not populate in emails sent through flows — because the flow has no appointment context to reference, those fields will appear blank.