Help Center

How Appointment Notifications Work

LeadCenter gives you control over whether appointment notifications are sent when you create, edit, reschedule, or cancel an appointment. This guide explains how those options work, when notifications are sent or skipped, and how behavior differs between Calendar Invite and Email Confirmation.

Overview

Whenever you create, update, or cancel an appointment, LeadCenter shows a popup where you choose whether to send a notification. The button labels change depending on the action, but the idea is the same:

Important: This notification popup applies to appointments with contacts. Time blocks, internal meetings, and external calendar events do not use the same notification flow.

What Each Option Does

Options that send notifications

Options such as Save & Send, Update & Send, and Cancel & Notify will:

• Send the relevant notification to the contact
• Notify any guests and spouse if they are included
• Notify the host and any internal attendees
• Sync the change to connected calendars when applicable

Options that do not send notifications

Options such as Save Only, Update Only, and Cancel Only save the action in LeadCenter without sending a system notification.

In some cases, sync behavior depends on whether the appointment uses Calendar Invite or Email Confirmation, which is explained below.

Creating an Appointment

1. Go to the Calendars page and create a new appointment.
2. Fill in the appointment details.
3. Click Save.
4. Choose:
   • Save & Send to send the confirmation
   • Save Only to save the appointment without sending a confirmation

Choose Save Only if you need to create the appointment without notifying the contact yet.

Tip: You can click Back to editing from the popup if you want to return to the form before finishing the action.

Editing an Appointment

Editing includes changes such as time, date, location, meeting type, guests, spouse inclusion, attendees, and notes.

1. Open the appointment from the Calendars page, a contact record, or a company record.
2. Make your changes.
3. Click Save.
4. Choose:
   • Update & Send to send the update
   • Update Only to save changes without sending a notification

What happens when guests or spouse change

• Newly added guests receive a confirmation when notifications are enabled.
• Removed guests receive a cancellation when notifications are enabled.
• Turning Include spouse on or off can also trigger a confirmation or cancellation for the spouse.

What happens when internal attendees change

If you remove an internal attendee from the appointment, they can receive a cancellation notification if notifications are enabled. Their calendar event is also removed from connected calendars when applicable.

Rescheduling an Appointment

Rescheduling means changing the appointment’s date and/or time.

Method 1: Edit the appointment form

1. Open the appointment.
2. Change the date or time.
3. Click Save.
4. Choose:
   • Update & Send to reschedule and notify
   • Update Only to reschedule without notifying

This is the recommended method if you want control over whether a notification is sent.

Method 2: Drag and drop on the calendar

1. On the Calendars page, drag the appointment to a new time slot or resize it.
2. The appointment is immediately rescheduled.

Important: Drag-and-drop rescheduling always sends a reschedule notification. If you need to reschedule without notifying the contact, open the appointment form and use Update Only instead.

Note: Recurring appointments cannot be rescheduled by drag and drop. Open the appointment and edit it through the form instead.

Cancelling an Appointment

How to cancel

1. Open the appointment.
2. Click Cancel.
3. Enter a cancellation reason.
4. Choose:
   • Cancel & Notify to cancel and send a cancellation notification
   • Cancel Only to cancel without sending a system notification

Important: If you cancel an appointment from the Contact or Company page, a cancellation reason is required before you can continue. If you cancel from the Calendars page, no cancellation reason form is shown.

When to use Cancel Only

• The appointment was created by mistake
• You already informed the contact another way
• You are cleaning up records
• You do not want to confuse the contact with an unnecessary cancellation message

When to use Cancel & Notify

• A real appointment needs to be cancelled and the contact should be informed
• You want a clear communication trail
• You want the cancellation reflected properly in connected calendars

Calendar Invite vs Email Confirmation

Notification behavior depends on whether the appointment uses Calendar Invite or Email Confirmation. For a full explanation of these two communication modes, see Calendar Invite vs Email Confirmation for Appointments.

With Calendar Invite, Google or Microsoft is the main source of attendee communication. With Email Confirmation, LeadCenter handles the contact-facing emails directly.

Important: Calendar Invite is only available when the calendar is connected to Google or Microsoft. If you use Redtail only, LeadCenter uses Email Confirmation.

Special case: switching from Calendar Invite to Email Confirmation

If an appointment was created while the host had Calendar Invite enabled, then later the host switches to Email Confirmation, the original appointment still keeps its calendar-attendee setup. This can lead to warning messages in the popup, and in some cases the contact may receive both a provider email and a LeadCenter email.

Recurring Appointment Behavior

Updating a recurring appointment

When you edit a recurring appointment and click Save, LeadCenter first asks which events you want to update:

After selecting which events to update, a popup appears asking whether you want to send the update.

Cancelling a recurring appointment

Recurring appointments can only be cancelled from the Calendars page. When you cancel one, LeadCenter first asks which events you want to cancel:

After selecting which events to cancel, a popup appears asking whether you want to send the cancellation.

Recurring appointment limitations

• Recurring appointments cannot be cancelled from the Contact or Company page.
• Recurring appointments cannot be moved by drag and drop.
• For Zoom appointments, some future-series options may be hidden.
• If the recurrence rule has been changed, the Update only this event option is not available.
• If the appointment start date has been changed, the Update all events option is not available.

Best Practices

• Use Save & Send, Update & Send, or Cancel & Notify for normal contact-facing appointment changes.
• Use Save Only, Update Only, or Cancel Only when the contact has already been informed another way or when you are cleaning up records.
• If you need a silent reschedule, use the appointment form, not drag and drop.
• For recurring appointments, always make the change from the Calendars page.
• When cancelling, keep Add as a note to contact enabled if you want a visible internal record of the reason.
• If you use Calendar Invite, remember that skipping calendar sync on updates also means the connected calendar will not reflect the change.

Frequently Asked Questions

Can I create an appointment without sending a confirmation?

Yes. Choose Save Only when creating the appointment.

Can I edit or reschedule an appointment without notifying the contact?

Yes. Open the appointment form, make the change, click Save, and choose Update Only.

Can I cancel an appointment without notifying the contact?

Yes. Click Cancel, provide a reason if prompted, and choose Cancel Only.

Why did the contact still receive a cancellation from Google or Outlook?

If the appointment uses Calendar Invite, Google or Outlook may handle attendee notifications when the calendar event is deleted. LeadCenter does not control those provider-generated messages.

Why did drag-and-drop rescheduling send a notification automatically?

Because drag-and-drop rescheduling always sends a notification. Use the appointment form instead if you need to reschedule without notifying the contact.

Can I cancel a recurring appointment from the contact page?

No. Recurring appointments must be cancelled from the Calendars page so you can choose which events to cancel.

Can I use Calendar Invite without Google or Microsoft?

No. Calendar Invite requires Google or Microsoft as the calendar connection.

Can I undo a cancellation?

No. Once an appointment is cancelled, it cannot be restored automatically. You would need to create a new appointment.

Related Articles

• Calendar Confirmation Email
• Appointment Reminders
• Managing Your Calendar and Appointments

Need help? Contact support@leadcenter.ai.