When a customer books a meeting, he/she will receive a confirmation email and a calendar invite with a small text and the details of the meeting. By default the templates look like this.


Confirmation email:


Calendar invite:


It's possible to change the templates to more customized texts which can give your customer more information about the meeting, yourself or something else.

If a reminder is set up or if the meeting gets canceled by the host, you can also send a mail with a customized text.


Where to find the email templates?

Per appointment type, you can change the templates. Create a new or edit an existing appointment type and click on 'Email templates' at the top of the page.


As the admin of a team, you can change your own email template and those of your team members in a team appointment type:



You can also copy the email template of an other appointment type. Above the email templates, you can select and confirm the appointment type of which the email templates should be copied.



How do I change the email template? 

It's really easy to change the email template. Click in the subject or text box and add or delete the text that you want. Just make sure that:

  • all the tags are correct (tip: click on 'show help' and copy the tag(s) there).

  • The tag {details} can not be added in the subject.

  • you save the changes.

The video below explains the basics of the email template:


Email templates setup


If there are tags that are not valid or that are incorrect, a message will appear with the mistake after you click on save.



Customize the layout of your email templates

Next to customizing the email template text, you can also customize the layout of the email templates:


Who will receive this mail?

Only the person who books a meeting on your booking page will receive this confirmation mail. The confirmation mail that you receive will not look like this template.

Tip: book a test meeting to check how the confirmation mail for your customers will look like. 


Vectera is looking forward to your feedback so we can offer you the best scheduling and customer meeting experience. Set up your next customer meeting right away by logging into your account or sign-up for a free, fully-featured trial of Vectera!