Help Center

Calendar Confirmation Email

When an appointment is created, LeadCenter can notify the contact and the host/team with an appointment confirmation. This confirmation helps everyone know the meeting was booked successfully and includes the scheduling details.

What This Is

A calendar confirmation is the first notification sent after an appointment is booked. Depending on your calendar setup, this can be sent either as a Calendar Invite or as an Email Confirmation.

This article explains how confirmation emails work, how to configure them, which template is used, who receives them, and what to expect for contact, guest, spouse, internal, and recurring appointments.

The Two Communication Options

LeadCenter supports two confirmation methods for contact-facing appointments:

• Calendar Invite — Google Calendar or Outlook sends the invitation and adds the event to the contact’s calendar automatically.
• Email Confirmation — LeadCenter sends a confirmation email with an .ics file attached so the contact can add the appointment to their calendar.

Important: Calendar Invite is available only when your calendar is connected to Google Calendar or Microsoft Outlook. If there is no supported calendar connection, Email Confirmation is the only option.

For a full behavior comparison, see: Calendar Invite vs Email Confirmation for Appointments

How to Configure It

1. Go to Calendars and select the calendar you want to edit.
2. Scroll to the confirmation section.
3. If your calendar is connected to Google or Microsoft, choose one of the Communications options:
   • Calendar Invite
   • Email Confirmation
4. Select a confirmation template from the dropdown.
5. Click Save.

Note: Only templates with the category Appointments appear in the confirmation template dropdown.

Which Email Address Sends the Confirmation?

The send-from and reply-to behavior depends on the confirmation method you use.

By default, confirmation emails sent by LeadCenter come from no-reply@leadcenter.ai. Make sure to connect a Shared Email Account if you want confirmation emails to come from your own email address.

Which Template Is Used?

LeadCenter uses the confirmation template in this order:

1. Appointment-level override — if a template was selected directly on the appointment
2. Public calendar link template — if the appointment was booked through a public calendar link with its own template
3. Calendar default template — the fallback template set on the calendar

Note: Public calendar links and shared calendars can each have their own confirmation template. This lets you use different confirmation messaging for different booking links.

If no confirmation template is selected:

• Calendar Invite: the event description uses the default meeting details such as subject, location, and meeting type.
• Email Confirmation: LeadCenter sends a fallback confirmation email with appointment details and an .ics file attached.

Who Receives It?

Contact Appointments

For appointments booked with a contact, the confirmation can go to the contact and, depending on the appointment setup, to guests and spouse as well.

• Calendar Invite: Google or Outlook handles attendee notifications through the calendar event.
• Email Confirmation: LeadCenter sends the confirmation email directly.

Internal Appointments

Internal appointments are for your team only. They do not send a confirmation to a contact because no contact is attached as an invitee.

Internal appointments can still notify the host/team based on your internal calendar behavior, but they do not function like a contact-facing appointment confirmation.

Guest and Spouse Behavior

Guests

• Email Confirmation mode: guests can receive the same confirmation email as part of the appointment notification.
• Calendar Invite mode: LeadCenter does not send a separate guest email. Google or Outlook handles guest notifications through the calendar event.

Note: If new guests are added later to an existing appointment, only the new guests are notified. Existing recipients are not re-notified.

Spouse

• If Include spouse is enabled on the appointment and the spouse has an email address on record, the spouse can receive the confirmation.
• Email Confirmation mode: LeadCenter sends the spouse the confirmation email.
• Calendar Invite mode: spouse notification is handled through Google or Outlook if the spouse is included as an attendee.

Recurring Appointments

For a recurring appointment, the confirmation is sent once when the recurring series is created. A separate confirmation is not sent for each future occurrence.

The attached .ics file or calendar event includes the recurrence details so the contact’s calendar can show the full series.

Using Shortcodes in Confirmation Templates

Confirmation templates support shortcodes so appointment details can be filled in automatically. Common examples include:

• [[first_name]]
• [[full_name]]
• [[appointment.date]]
• [[appointment.start_time]]
• [[appointment.location]]
• [[appointment.confirm]]
• [[appointment.reschedule]]
• [[appointment.cancel]]
• [[calendar.host_name]]

These help you personalize the confirmation and give the contact quick links to confirm, reschedule, or cancel.

Important Notes

• Reminders are not affected by this setting. Text and email reminders are always sent by LeadCenter regardless of whether you use Calendar Invite or Email Confirmation.
• Only the initial confirmation uses your custom template. Reschedule, update, cancellation, and meeting type change emails use built-in system templates in Email Confirmation mode.
• Teams and Google Meet appointments may send with a short delay in Email Confirmation mode so the meeting link can be generated first.
• If your Google or Microsoft calendar connection is disconnected, LeadCenter falls back to Email Confirmation automatically.

In some email configurations, contacts marked “Don’t email” may not receive LeadCenter confirmation emails in Email Confirmation mode. This behavior depends on your account’s email setup.

Related Articles

• Calendar Invite vs Email Confirmation for Appointments
• Appointment Reminders
• Appointment Templates

Need Help?

If you need help setting up confirmation emails, contact support@leadcenter.ai.