What emails your customer receives when booking, rescheduling, or canceling

Every time a customer books an appointment with you, véltica automatically sends them the necessary transactional emails styled with your brand so they know when their session is, how to add it to their calendar, and how to let you know if they cannot make it.

The appointment confirmation email and the calendar attachment

The moment a booking becomes Confirmed (whether upon submitting the form for pay-on-site services, once payment completes in Stripe, or when you create a manual New appointment with an email address from the dashboard), your customer receives the confirmation email, which includes:

• Your visual identity: The brand logo and colors configured in your project.
• Full appointment summary: Service name, date, start and end time (in the corresponding time zone), and the amount paid if charged online.
• Calendar attachment (.ics) and quick shortcuts: So the customer can add the event to Google Calendar, Apple Calendar, or Outlook in one tap and get a phone alert on the day of the appointment.
• Booking management link: A private button where the customer can view their appointment status, reschedule it, or cancel it within your allowed window.

On top of the immediate confirmation, if you left Send an email reminder enabled in the service’s Settings step, véltica will automatically send them a reminder email before the appointment (unless they booked with very short notice, in which case we skip the reminder so they do not get two emails back to back).

How the customer can cancel or reschedule their appointment under your cancellation policy

In both the confirmation and reminder emails, your customer has a direct link to manage their booking without having to call you:

Customer’s situation	What they can do from the link in their email	What happens in your dashboard
Within the allowed deadline	They can change the date by picking another open slot on your calendar or cancel the appointment according to the cutoff hours you set in the service’s Cancellation step.	The original slot opens up immediately on your schedule, you get an alert in the Notifications bell ([Customer] moved their appointment or cancelled their appointment), and both of you receive an email confirming the change.
Past the deadline	Online cancellation or rescheduling closes automatically at the cutoff window you configured (for example, 24 hours before).	Depending on what you chose under Handling past the deadline (Manual review, Allow rescheduling only, or Allow no changes), the page shows your contact email and phone number so they can reach out if they need to ask for an exception.

Remember that on each service’s detail page (Settings → Sale notices tab) you can turn on Notify me about this offer and add up to 5 email addresses so you and your team get an email every time someone books, moves, or cancels an appointment.

How to change the language and sender name of booking emails (Settings → Region and currency and Business information)

The emails your customers receive take their language and business details from two sections in Settings:

1. Language of emails and the booking page (Settings → Region and currency): Under Site language, pick the language your business uses with customers (Spanish or English). This setting controls the language of confirmation, reminder, rescheduling, and cancellation emails, as well as the text on your public booking pages and checkout (it is independent of the Panel language, which each team member chooses in their own user menu).
2. Business name and contact details (Settings → Business information): The Business name you enter here (along with your brand name and logo under Settings → Style) appears in the header of the emails sent to your customers. And if you want to set a specific contact email or phone number for an individual service (shown when a customer can no longer cancel on their own), you can configure it inside that service’s detail page under the Contact tab (How people reach you).