Availo keeps everyone informed automatically. Every email is sent through WordPress’s standard mail system, so it works with any SMTP plugin and respects your site’s sender configuration.
Which emails are sent
| Trigger | To the invitee | To the host |
|---|---|---|
| Booking confirmed | Confirmation + calendar (.ics) invite | New-booking notification |
| Booking cancelled | Cancellation + updated invite | Cancellation notice |
| Booking rescheduled | New details + updated invite | Reschedule notice |
| Reminder (if enabled) | Reminder before the meeting | — |
| Request received (Pro approval) | “Awaiting confirmation” (no invite yet) | New request to review |
| Request approved (Pro approval) | Confirmation + calendar invite | — |
Calendar invites (.ics)
Confirmation emails include a standard .ics calendar file, so the invitee can add the meeting to Google Calendar, Apple Calendar, Outlook, or any other calendar app with one click. When a booking is cancelled, an updated invite is sent that removes the event from their calendar. Rescheduling updates the existing calendar event in place.
The confirmation screen (and email) also offers Add to Google Calendar and Download .ics links.
Reminders
Turn on a reminder under Availo → Settings → Reminder email. Set how many hours before the meeting it should go out (for example, 24). Set it to 0 to disable reminders entirely.
Reminders are:
- Scheduled automatically when a booking is confirmed.
- Cleared automatically if the booking is cancelled, and moved if it’s rescheduled.
- Never sent for a meeting that’s already started, or for a pending request that was never approved.
Customizing the confirmation email per event type
Each event type can override the default confirmation email. In the event editor’s After booking box:
- Subject — a custom subject line.
- Body — your own message. Line breaks are preserved.
Leave both blank to use the default email. Both fields support merge tags.
Merge tags
Use these placeholders in your custom subject, body, and thank-you message. They’re replaced with the booking’s real details when the email is sent.
| Tag | Becomes |
|---|---|
{invitee_name} | The invitee’s name |
{invitee_email} | The invitee’s email address |
{event_name} | The event type title |
{start_invitee} | Start time in the invitee’s time zone |
{start_host} | Start time in the host’s time zone |
{invitee_timezone} | The invitee’s time zone |
{host_timezone} | The host’s time zone |
{location} | The meeting location (or video link) |
{manage_link} | A link where the invitee can cancel or reschedule |
Example custom body
Hi {invitee_name},
You're booked for {event_name} on {start_invitee} ({invitee_timezone}).
Location: {location}
Need to make a change? {manage_link}
See you soon!The thank-you screen
Separately from the email, each event type controls what the invitee sees on screen right after booking — either a custom thank-you message or a redirect to any URL. Set this in the After booking box on the event type. See Event types → After booking.
Sender name and address
Set the From name and email address for all Availo emails under Availo → Settings. For best deliverability, use an address at your own domain and pair it with an SMTP plugin.
Deliverability
WordPress sends email through your server by default, which many hosts handle poorly. If emails are slow or missing, install an SMTP plugin (such as WP Mail SMTP, Post SMTP, or FluentSMTP) and connect it to a real mail service. Availo needs no special configuration — fixing WordPress email fixes Availo email. See Troubleshooting.