Consultation reminders and calendar files

A consultation booking can send a confirmation with a private calendar file and scheduled email reminders. Open Booking → Reminders for new bookings to configure the defaults. Delivery requires the existing studio email setup and the consultation reminder worker to be activated.

Choose reminder times

Reminders start off. Choose up to three distinct times, from 15 minutes to seven days before an appointment. Enter minutes separated by commas: 1440, 60 means one day and one hour before. These defaults apply when a new consultation or appointment-type booking is created. They do not silently enroll older appointments or change another appointment's saved plan.

To change an existing appointment, open Manage time, staff or cancellation, review the current date and location, then save its reminder plan. Times already past at approval are skipped. Turning off new-booking defaults does not pause existing plans; use their individual controls. Mini-session attendees keep their separate booking and payment workflow and are not enrolled by these defaults.

What the client receives

The booking page explains the currently configured reminder times. Confirmation and reminder emails include the date, local time, timezone, location and a private management link. The attached .ics file contains only this appointment, with a stable calendar identity, UTC start/end instants, a private classification and a link to current details. Private appointment notes and other calendar events are excluded.

From the management page, the client can download the latest calendar entry, open current meeting links, reschedule or cancel, and pause their reminders. A business operator cannot override a client pause. The client can resume future reminders themselves; missed reminders are not replayed. Confirmation and cancellation notices are separate from reminder preferences.

A downloaded or attached calendar file is a snapshot, not a subscribed calendar feed. Import the new file after a change; the stable identity and revision support calendar applications that update existing entries. Calendar apps differ in how they handle repeated imports and cancelled entries. WeddingBoard does not claim that downloading a file automatically updates every calendar app.

Changes and interrupted delivery

A reschedule supersedes the old reminder schedule and creates eligible future reminders for the new time. Cancellation stops pending reminders and makes the downloaded calendar entry show cancelled status. The notification worker checks the exact appointment source and recipient before claiming a message and again immediately before sending it.

The original message, calendar attachment, provider request identity and first-attempt evidence remain frozen during retries. If a change occurs after an attempted send, its status becomes uncertain rather than claiming it was never sent. Check the provider outcome before sending another manual copy. A message already admitted to the provider can arrive after a cancellation.

Queued reminders respect conversation pauses, changed recipient emails, archived or merged contacts, and the workspace automation pause. When a worker or provider resumes more than 15 minutes after a reminder was due, that reminder is skipped or stopped; there is no burst of old reminders. A newer reminder can still run at its own approved time.

Review delivery

The appointment's Reminder delivery history shows the latest 100 reminder records and their conversation-message status. Scheduled, queued, provider accepted, delivered, failed, cancelled and uncertain are different outcomes. Queuing is not proof that the email reached the client.

The versioned API exposes the same named business permissions, current-source review, revision checks and idempotent changes. The public calendar and preference endpoints require the appointment's private management capability. Keep that URL and any exported calendar file private.