Which emails your client gets
Updated on 2026-08-22
All communication with your client runs by email. Every email carries your name, your logo and your colours; HairConnect appears nowhere in it.
The four appointment emails
| Subject | When | |
|---|---|---|
| Appointment confirmation | Your appointment at {salon} on {date} at {time} | after booking, delayed by 5 minutes by default |
| Reminder | Reminder: your appointment at {salon} on {date} at {time} | 48 hours in advance by default |
| Reschedule | Your appointment at {salon} has moved to {date} at {time} | when you move the appointment |
| Did not turn up | Your appointment at {salon} on {date} | when you set the status to no-show |
Each of the four has its own switch under Instellingen → E-mail (Settings → Email).
The confirmation carries a calendar file as an attachment (appointment.ics) and a Manage my appointments button.
The delay on the confirmation exists for a reason: someone who notices right after booking that they made a mistake and cancels does not then get a confirmation of an appointment that no longer exists. The task checks again at sending time and sends nothing for an appointment cancelled in the meantime.
The reminder goes out every hour for whoever falls inside the window. Set it equal to, or slightly wider than, your cancellation period: a client who is only reminded once they can no longer cancel free of charge turns up angry, or not at all.
The three short messages
| Message | Subject | When |
|---|---|---|
| Confirm your email address | Confirm your appointment at {salon} | on online booking with an address not yet confirmed; 6-digit code, valid for 24 hours |
| Sign-in code | Your sign-in code for {salon} | on signing in to the customer portal; valid for 15 minutes |
| Cancelled | Your appointment at {salon} on {date} has been cancelled | on cancelling through the portal, or by you with the notification switched on |
The cancellation email deliberately carries no calendar attachment.
The email to yourself
Uzelf verwittigen van een online boeking (notify yourself of an online booking) — subject Nieuwe online boeking — {datum} om {uur} (New online booking — {date} at {time}). That is the only email that goes to you instead of to the client, and the only one that carries HairConnect's branding.
Handy for as long as you do not have the calendar open all day.
At the bottom of every email
The cancellation terms you set under Instellingen → Online boeken (Settings → Online booking). If there is nothing there, the email falls back on You can cancel or reschedule up to 48 hours in advance.
The language
The email follows the language of the client record: Dutch, French or English.
What is not sent
No SMS. There is a tick box Mag sms ontvangen (may receive SMS) on the client record, but there is no SMS sending in the package.
Frequently asked questions
The "Manage my appointments" button is not in my emails. Then no address has been set for the customer portal. Fill in Eigen adres van het klantenportaal (own address of the customer portal) under Instellingen → E-mail.
I do not want anything to go out. Switch Mails versturen (send emails) off under Instellingen → E-mail. But then everyone will expect you to phone them yourself.