Who This Is For / When to Use
This article is for account admins and users who manage calendars and need to control when and how appointment notifications are sent to contacts, guests, and users.
Use this when you need to:
Send booking confirmations or reminders
Notify users of schedule changes
Customize notification timing and content
Enable or disable specific appointment notifications
Available Appointment Notification Types
Kyrios supports the following appointment notification types:
Appointment Booked (Unconfirmed)
Appointment Booked (Confirmed)
Cancellation (Canceled, No-Show, or Invalid)
Reschedule
Reminder
Follow-Up
Each notification type can be configured independently.
Step 1: Open Calendar Notification Settings
Go to Calendar Settings.
Locate the calendar you want to configure.
Click the pencil (edit) icon.
Select the Notifications tab.
Step 2: Select the Notification Type
Choose the appointment notification type you want to edit.
Click the edit icon for that notification.
Each notification has separate Email and In-App configuration options.
Step 3: Configure Email Notifications
Enable Email Notifications
Open the notification.
Select the Email tab.
Toggle Enable Email Notification on.
Choose Who Receives the Email
You can send notifications to:
Contact
Guest
Assigned User
Additional Email Addresses
Each recipient type can be enabled or disabled individually.
Step 4: Customize Email Content
Email Template and Message
Select an existing email template or create a new one.
Customize:
Subject line
Email body
From name
From email address
Step 5: Use Custom Values for Personalization
Custom values allow appointment data to auto-populate in emails.
How to Insert Custom Values
Click inside the subject or email body field.
Open the Custom Values menu.
Select the value you want to insert (appointment time, contact name, calendar details, etc.).
Custom values ensure appointment details always stay accurate.
Step 6: Configure Reminder and Follow-Up Timing
For Reminder and Follow-Up notifications:
Set how far before the appointment reminders are sent
Set how long after the appointment follow-ups are sent
Add multiple timing rules if needed
Step 7: Test and Save Email Notifications
Use the Test Email field to send a preview.
Confirm formatting and values are correct.
Click Save.
In-App Notification Configuration
In-app notifications notify users inside the Kyrios platform.
Enable In-App Notifications
Open the notification type.
Select the In-App tab.
Toggle notifications on.
Choose which users should receive them.
Appointment Filters and Smart lists (Optional)
Appointments support advanced filtering for visibility and reporting.
You can filter by:
Contact
Appointment source
Calendar
Time zone-aware conditions
These filters respect user permissions and time zones.
Important Notes and Limitations
Custom forms linked to appointments may send separate confirmation emails.
Email notifications must include a subject line to send successfully.
Notifications are sent based on calendar ownership and assigned users.
Filters require linked data (contacts, calendars) to function correctly.
FAQ
Can I send appointment notifications to multiple email addresses?
Yes. You can add additional email addresses in the notification recipient settings.
Can I turn off specific appointment notifications?
Yes. Each notification type can be disabled individually using the toggle.
How do I test my appointment notifications?
Use the Test Email field inside the notification editor to preview the message.
Can reminders and follow-ups have multiple timing rules?
Yes. You can add multiple reminder or follow-up timing conditions.
What happens if I don’t customize notifications?
Default system templates are used, and notifications follow standard timing rules.
Can I use custom values in all appointment emails?
Yes. Custom values can be used in subjects, email bodies, from names, and from addresses.
Do appointment notifications respect time zones?
Yes. All time-based notifications follow user-specific time zone settings.