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Emails

How can I view any emails that have been sent?


You can track communication history for specific individuals by accessing their activity log. This is the most reliable way to verify if a confirmation, reminder, or manual email was successfully delivered.

Viewing Sent Emails

Since emails are sent to specific users, the history is stored within their individual Contact record.

1. Locate the Contact

  • Navigate to the Contacts tab in the sidebar.

  • Use the search bar to find the participant by their Name or Email Address.

  • Click on the contact’s name to open their profile.

2. Access the Activity Log

  • Within the contact window, look for the small Log tab (usually located next to the "Appointments" or "Profile" tabs).

  • Here, you will see a chronological list of all actions associated with this user, including:

    • Sent Emails: Displays the timestamp and type of email sent.

    • Appointments Booked: Records when and by whom a slot was reserved.

    • Cancellations: Shows when an appointment was removed.

Troubleshooting Email Delivery

If the Log shows that an email was sent but the participant claims they didn't receive it, consider the following:

  • Spam/Junk Folders: Ask the participant to check their filters for emails originating from your account's sender address.

  • Email Status: If you see a specific failure notice in the log, verify that the email address in the Profile tab is spelled correctly.

  • Notification Setup: If no email is listed in the log at all, double-check your Settings / Notification Setup page to ensure that the "Send Email" checkboxes are enabled for that specific event.

This can be viewed on the individual contact level. On the Contacts page, you can search for a contact by name. Then click on the contact and then click on the small Log tab. This will show a log of appointments booked, canceled, and any emails sent. 

 

How do I turn off my E-Mail Reminders?


To turn off reminders for a specific event, follow these steps:

  1. Navigate to the Event Management section for the event you wish to modify.

  2. Go to the Settings / Notification Setup page.

  3. Locate the Reminder Email section.

  4. Uncheck the box labeled Send Reminder Emails.

Email Reminders


Including a table of appointments in your reminders is a highly effective way to ensure participants have all their scheduling details, including room numbers or virtual links, in a clear and organized format.

Setting Up the Appointment Table Reminder

Instead of a standard text block, you can configure the system to generate a structured table that lists every appointment the user has booked.

1. Enable the Printable Schedule Format

  • Navigate to Settings / Notification Setup.

  • Select the Reminder Email option.

  • Locate the checkbox above the email body labeled: "Replace the Email Body with the Printable Schedule of Appointments."

  • When checked, the system ignores the standard "Body" text and instead inserts a professional table of the user's appointments.

2. Add a Custom Header

Since the table replaces the body, use the Header section to add your personal message (e.g., "Dear Parent, please find your schedule for tomorrow's conferences below:"). This text will appear directly above the table.

3. Customize the Table Layout

The columns and information shown in that table (such as Room Number or Teacher Name) are controlled globally:

  • Go to the CUI Messages / Print Schedule section.

  • Here you can adjust which fields are included in the table.

Configuring the Delivery Timing

For reminders to be sent, you must define exactly how many hours before the appointment they should trigger.

1. Set the Requirement

  • Navigate to Settings / Notification Setup.

  • Under the Reminder Email section, ensure the Send Reminder Emails box is checked.

2. Define the "Lead Time."

  • Return to Settings / Notification Setup.

  • Look for the Send Reminder Emails section.

  • Click the green plus (+) icon.

  • Enter the number of hours prior to the appointment you want the email to go out (e.g., 24 for a one-day notice, or 48 for two days).

Can I change the time/verbiage of my reminder emails?


Yes, you have full control over both the timing and the content of your reminder emails. Any changes you make will apply to all upcoming appointments for that event.

Updating Reminder Verbiage & Timing

To modify your reminders, navigate to the Settings / Notification Setup page and select the Reminder Email option.

1. Changing the Verbiage (The Message)

  • Email Body: You can edit the text in the Body or Header fields at any time.

  • Macros: Use macros like $(DATE) or $(TIME) to automatically insert the specific appointment details into your custom message.

  • Table View: If you have the "Replace the Email Body with the Printable Schedule" box checked, remember that your custom verbiage should be placed in the Header field so it appears above the appointment table.

2. Changing the Timing (The Hours)

The timing is based on how many hours before the appointment the email is triggered:

  • Edit Existing Time: Locate the number (e.g., 24) under the Send Reminder Emails section and simply type over it with a new value.

  • Add Multiple Reminders: Click the green + icon to add an additional reminder. For example, you can set one for 48 hours (two days) and another for 2 hours (a final "heads up").

  • Remove a Reminder: Click the red x icon to delete that specific reminder trigger.

Important Note on Global Changes

When you save these changes, they are universal.

  • Existing Bookings: Parents who booked weeks ago will receive the new verbiage you just wrote, not the version that existed when they originally signed up.

  • Timing: If you change a 24-hour reminder to a 48-hour reminder, the system will immediately recalculate which emails need to go out based on the new schedule.

I'm testing the confirmation email and I have not yet received it. Does it take a long time?


It’s completely normal not to see the email immediately. In fact, there is a built-in delay of 20 minutes between the moment a booking is made and when the email is actually sent.

Why the Delay?

The system waits intentionally to improve the experience for your parents:

  • Grouping Appointments: Most parents book more than one appointment (e.g., for multiple children or different teachers). If we sent the email instantly, they would receive a separate notification for every single click.

  • A Single Summary: By waiting about 20 minutes, the system can "bundle" all of those bookings into one clean, organized confirmation email. This prevents the parent's inbox from being flooded and ensures they have their entire schedule in one place.

How to Verify During Testing

If you want to be 100% sure the email is "queued" and ready to go while you wait:

  1. Navigate to the Contacts tab.

  2. Search for your test account and click on it.

  3. Select the Log tab.

  4. You will see a record of the appointment being created. Once the 20-minute window passes, a new entry will appear showing that the email has been dispatched.

Pro-Tip

If you still haven't received it after 25-30 minutes, double-check your Settings / Notification Setup page to ensure the "Send Confirmation and Cancellation Emails" box is checked for that specific event.

Also, if you are testing with a school or corporate email address, check your Spam/Junk folder, as high-security filters sometimes catch automated scheduling notifications.

 

I booked and canceled some test appointments, will I receive any emails?


If you book and then immediately cancel your appointments, pickAtime will send a cancellation email, but not the confirmation one.

 

 

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