Emailing guests about an appointment
When you create, move or cancel an appointment that has guests, Protocol asks whether to email them. Choose Send and each guest gets the details, the join link and a calendar file.
Basic When you save an appointment that has guests on it, Protocol asks whether to email them, the same way Google Calendar does. You decide each time.
When Protocol asks
| You… | The question | What a guest gets if you choose Send |
|---|---|---|
| Create an appointment with guests | Send invitation emails? | An invitation: when, where or the join link, and a calendar file |
| Change the time, title, place, video link or guests | Send update emails? | An update, with the old time if it moved. A guest you added gets an invitation; a guest you removed gets a cancellation |
| Drag or resize it on the calendar | Send update emails? | The same update |
| Delete it, or decline a booking request | Send cancellation emails? | A cancellation, and the calendar file removes it from their calendar |
- Send saves and emails each guest who has an email address.
- Don’t send saves without emailing anyone.
- Closing the question goes back without saving, so you can keep editing.
Protocol doesn’t ask when nothing a guest would see has changed (for example, you only edited your prep notes), when nobody on the appointment has an email address, or for client reminders. Those are check-in prompts that reach the client in their app, not meetings.
What the email contains
- The appointment title, your name, and the time in the client’s time zone
- The join link for a virtual appointment (Zoom or Google Meet), or the location for an in-person one
- A calendar file (.ics) that adds the appointment to the guest’s own calendar, and later moves or removes the same entry when you send an update or a cancellation
Replies go straight to your own email address. Your host link for Zoom is never included: only you can start the meeting as host.
Recurring appointments
When you change a recurring appointment, you first choose which dates it applies to, then whether to email the guests.
- This date only: the email and calendar file change just that one date, and the rest of the series stays where it is in the guest’s calendar.
- All dates: the guest gets one update for the whole series, saying how often it repeats.
- This and following: the guest gets an update that the original series now ends, and an invitation to the new one from that date on.
Bookings from your public page
Appointments a client books from your public booking page already send their own confirmation and reminder, set up under Calendar → Config → Email settings. This question is only for the appointments you create or change yourself in the calendar.