Hoppy Appointments sends emails automatically so you don't have to. Whenever a booking happens, your customers and your team get notified — no manual work needed.

Out of the box, the app sends:

• ✅ Booking confirmations — for regular, multiday, and bundle bookings (free and paid)
• 🔄 Update emails — when a booking is rescheduled or cancelled
• ⏸️ Approval emails — on-hold notices and declined notices for services that need your approval
• 📋 Waitlist emails — when customers join a waitlist, get offered a spot, or are declined
• 🔔 Admin alerts — so you and your teammates always know about new bookings and changes

In this guide, you'll learn how to:

• Set up your sender details (logo, from name, reply-to, and your own email address)
• Choose which emails are sent
• Personalize any email template with dynamic variables
• Add service-specific content like custom messages and QR code tickets

Let's get your emails looking and working exactly the way you want 👇

⚠️ Before You Begin

Make sure you have:

• ✅ The Hoppy Appointments app installed on your store
• ✅ At least one active booking service set up (emails are tied to bookings, so you need a service first)

ℹ️ Good news: Email notifications work out of the box! Every template is enabled by default with ready-made, professional content. Everything in this guide is optional customization — do as much or as little as you like.

🛠️ Step 1 — Open Email Settings

1. In your Shopify admin, open the Hoppy Appointments app.
2. In the app menu, click Settings.
3. Click Email Settings.

The page has two parts:

• Left side — all your settings cards (sender details + email templates)
• Right side — a live preview that shows what an email will look like while you edit it

✉️ Step 2 — Set Up Your Sender Details

The first card, Email settings, controls who the emails come from. This is what makes your notifications feel like they come from your brand — not from an app.

🖼️ Logo

Upload your brand logo to show it inside your email notifications.

• Recommended size: 600 × 200 px
• Maximum file size: 1 MB (PNG, JPG, GIF, or WebP)
• Use Restore default anytime to remove it

👤 From Name

The name shown as the sender of your notifications (for example, your shop name).

• Pre-filled with your shop name — change it to anything you like
• 💡 Keep it recognizable so customers don't mistake your emails for spam

📮 Reply-To Email

When a customer hits "Reply" on a booking email, their reply goes to this address.

• Pre-filled with your shop email
• 💡 Point this to an inbox your team actually checks, so customer questions never get lost

📎 CC and BCC (Optional)

Want your staff or a shared inbox to receive copies of every customer booking email?

• Check Add CC emails → enter up to 5 email addresses, separated by commas
• Check Add BCC emails → same thing, but as hidden copies

⚠️ CC/BCC copies are only added to customer emails. Admin notification emails don't include them.

🌐 From Email — Send From Your Own Address (Optional)

By default, emails are sent from the app's email address. If you'd rather send them from your own business email address, you can — you just need to verify it first (this proves you own the address and keeps your emails out of spam folders).

1. Type your email address into the From email field (for example, bookings@yourstore.com).
2. Click Verify now.
3. Check that inbox — you'll receive a verification email. Click the link inside it.
4. Come back to this page and click Check status.
5. When the status badge turns green (Success), you're all set 🎉

⚠️ Free email domains don't work. You can't connect addresses like @gmail.com or @yahoo.com — use an email address on your own company domain instead.

ℹ️ Until your address is verified, emails simply keep sending from the app's default address — nothing breaks.

🗂️ Step 3 — Choose Which Emails Are Sent

Below the sender card, you'll find all your email templates organized into collapsible groups. Every template has an enable/disable checkbox — check the ones you want to send, uncheck the ones you don't.

✅ Customer confirmation emails

Sent to your customers the moment a booking is confirmed. There's one template per booking type, in two versions:

• Regular / Multiday / Bundle booking — without checkout → free bookings (sent immediately at booking time)
• Regular / Multiday / Bundle booking — with checkout → paid bookings (sent after the customer completes payment)

🔄 Other customer emails

• Booking rescheduled — sent when a booking moves to a new date/time
• Booking cancelled — sent when a booking is cancelled
• Booking on hold — sent when a customer books a service that requires your approval
• Booking declined — sent when you decline an on-hold booking

ℹ️ The on-hold and declined emails only apply to services set to confirm/decline mode (where you approve bookings manually).

📋 Waitlist emails

Only used if you offer waitlists on fully booked services:

• Added to waitlist — confirms the customer joined the waitlist
• Waitlist spot available — sent when you offer a spot to a waitlisted customer
• Waitlist booking declined — sent when you decline a waitlist request

🔔 Admin emails

Sent to you and your team so nothing slips through:

• Regular / Multiday / Bundle booking — alerts for every new booking
• Booking rescheduled / Booking cancelled — alerts for changes
• Booking needs approval — sent when a customer books a service that requires your approval

📋🔔 Admin waitlist emails

• New waitlist booking — alerts you when someone joins a waitlist

💡 Why disable a template? For example, if you only take free bookings, the "with checkout" templates will never be used. Or if you watch the app closely and don't want inbox noise, you could turn off some admin alerts. Otherwise, the defaults work great as-is.

✍️ Step 4 — Customize a Template

Want to change what an email says? Click any template row to expand its editor:

• Subject — the email's subject line
• Body — a rich-text editor: make text bold, italic, add lists, align text, and insert links

As you type, the live preview on the right updates instantly so you always know what customers will see.

🧷 Dynamic Variables — the Magic Part

Below the editor you'll find click-to-copy variable chips. A variable looks like this: [Customer name]. When the email is sent, each variable is automatically replaced with the real booking details.

Just click a chip to copy it, then paste it into the subject or body where you want it.

The most useful ones:

About the customer

• [Customer name] / [Customer firstname] — personalize your greeting
• [Customer email] / [Customer phone] — their contact details

About the booking

• [Service name] — the booked service
• [Booking customer datetime] — date & time in the customer's timezone
• [Booking service datetime] — date & time in your timezone
• [Booking location] — meeting link or address
• [Order name] / [Order price] — order details for paid bookings
• [Teammates list] — who the booking is with
• [Google meet link] — the meeting link for Google Meet services
• [Product name] / [Variant name] — the connected product and variant

About your store

• [Store name] / [Store url]

🧱 Pre-Crafted Blocks

These ready-made sections insert a whole chunk of nicely formatted content at once:

• [Header Block] — the status header (Confirmed, Cancelled, On Hold, etc.)
• [Logo Block] — your uploaded logo
• [Booking Info Block] — date, time, and status summary
• [Booking Service Block] — service details
• [Booking Location Block] — location or meeting link
• [Booking Actions Block] — the cancel & reschedule buttons
• [Booking Questions Block] — the customer's answers to your booking form
• [Google Apple Outlook] — "Add to calendar" links for Google, Apple, and Outlook

⚠️ Keep [Booking Actions Block] in your confirmation emails if you want customers to cancel or reschedule themselves. Removing it means every change request lands in your inbox instead.

Example

Want a friendlier subject line for your confirmation email? Try:

You're booked with [Store name], [Customer firstname]! 🎉

And it will arrive as:

"You're booked with Sunrise Yoga Studio, Emma! 🎉"

🧩 Step 5 — Add Service-Specific Content (Optional)

Two powerful options connect your service settings with your email templates:

💬 Custom Booking Confirmation Message

Each service can have its own personal message in its confirmation email — perfect for preparation instructions like "Please arrive 10 minutes early" or "Bring your own mat".

1. Open your service and go to the Advanced tab.
2. In Booking options, fill in Custom booking confirmation message (optional).
3. In Settings → Email Settings, add the [Custom service text] variable wherever you want that message to appear in your confirmation templates.

🎫 Ticket QR Code

Running in-person appointments? You can include a QR code ticket in the confirmation email — handy for check-ins at the door.

1. In your service's Meeting location settings (in-person or at-location services only), enable Send Ticket QR Code.
2. Add the [Ticket QR Code] variable to your confirmation email template where you want the QR image to appear.

ℹ️ Both options are set up per service — see the service setup guide for the full details on each setting.

💾 Step 6 — Save Your Changes

1. Make all your changes — sender details, template toggles, and template edits all live on the same page.
2. Click Save in the bar at the top.
3. Wait for the "Email settings saved" confirmation ✅

💡 No test-email button? Use the live preview to check your design instantly. For a full end-to-end test, simply make a real test booking on your store and watch the emails arrive.

⚠️ Good to Know

📊 Daily Email Limit

To keep email deliverability healthy, there's a daily sending limit (10 emails per day by default). When you hit it:

• Emails pause until the next day — they aren't queued or sent later
• A notice appears on your Email Settings page: "You're limited to {limit} email notifications per day."
• Click Request increase to ask for a higher limit via support chat — happy to raise it for busy stores 🚀

🔔 Admin Emails Are Different

• Admin notifications go to you and your assigned teammates automatically
• They don't include your CC/BCC addresses or reply-to setting — they're for your team, not customers

🌍 Multiple Languages?

• The built-in block labels and buttons (like "Confirmed", "Reschedule", "Add to Google Calendar") automatically translate based on the booking's language
• Your custom text in subjects and bodies is sent exactly as you write it, in all languages
• Want to tweak the translated block labels? Head to Settings → Translations → Email Blocks

🛒 Bookings From Everywhere Count

No matter where a booking comes from — your storefront, the admin's manual booking, or Shopify POS — the same email templates are used. Configure once, works everywhere.

🎉 Final Result

That's it! Your email notifications are now fully configured. Here's what you've set up:

• ✅ Branded sender details — your logo, your name, your reply-to address (and maybe even your own email domain)
• ✅ The right emails turned on — confirmations, updates, waitlist, and admin alerts, exactly the ones you need
• ✅ Personalized templates — with dynamic variables that fill in every customer's real booking details automatically
• ✅ Service-specific touches — custom messages and QR tickets where they matter

From now on, every booking triggers the right emails to the right people — automatically. Sit back and let the app do the talking 💌

Updated on: 20/08/2026