What Each Notification Contains
Five messages, their senders, their recipients and their contents.
A booking and its subsequent life produce five kinds of message. They differ in who receives them, which sending setup they use, and whether they carry a calendar update.
The sending setup is the column to pay attention to: anything sent from your own domain depends on a verified sending domain, and is skipped without one.
The five messages
| Message | Goes to | Sent from | Sent when |
|---|---|---|---|
| Meeting briefing | You, as the meeting's host | Zyntro's own sending | A booking is made |
| Meeting invitation | The person who booked | Your verified domain | A booking is made |
| Event updated | Everyone on the meeting | Your verified domain for the booker | The meeting is moved or changed |
| Event cancelled | Everyone on the meeting | Your verified domain for the booker | The meeting is cancelled |
| Response notice | You, as the meeting's host | Your verified domain | A guest answers the invitation, or changes their answer |
The response notice, in detail
Subject
text
optional
The guest's name, their answer and the meeting title — for example Jo Sheldon accepted: Quarterly review.
Who answered
text
optional
Their name and the address they answered from, so you can tell which of two similarly named contacts it was.
Anything they wrote
text
optional
If they added a note alongside their answer, it is passed on as they wrote it.
No calendar attachment
text
optional
This one carries no calendar update. It is telling you something, not asking your calendar to change.
Only when the answer changes
text
optional
A calendar app that re-sends the same acceptance on every sync does not produce a second notice.
The briefing — what you receive
Subject
text
required
Meeting Notes for the meeting title — worth recognising, because it reads more like a note than a calendar invitation.
The time, twice
detail
required
Shown in your calendar's timezone and in the booker's, so you can see what hour it is for them without converting.
Joining details
detail
optional
The meeting link for a video meeting, or the location for one in person.
Who they are
intelligence
optional
A summary of the contact drawn from what Zyntro knows about them.
What matters to them
intelligence
optional
Apparent concerns and motivations, and some openings worth using. This is the part that makes it a preparation document rather than a notice.
Calendar attachment
file
required
So the meeting lands in your own calendar even if you have no other connection set up.
The invitation — what they receive
From
sender
required
Your organiser name on your verified domain, so it reads as coming from a person rather than a system.
Event title and description
text
required
Taken from the booking schedule's event title and description — the ones that land in their calendar — not the customer-facing title used on the booking page.
The time, in their timezone
detail
required
Converted for them, so there is nothing to work out.
Join link
link
optional
Present for a video meeting.
Reschedule link
link
required
Reopens your availability so they can pick a new time themselves.
Cancel link
link
required
Cancels and releases the slot, notifying everyone. These two links are the booker's only self-service route.
Calendar attachment
file
required
Addable by any calendar software, which is how the meeting gets into their own calendar whatever they use.
Info: The two titles are not the same field, and this trips people up. The booking page shows the schedule's customer-facing title; the invitation and their calendar show the schedule's event title. Write the second one so that a stranger seeing it in their calendar next week knows what it is and who it is with.
Update and cancellation notices
Event Updated
message
optional
Sent when a meeting is moved or its details change. Carries a calendar update, so the recipient's own calendar corrects itself rather than keeping the old time.
Event Cancelled
message
optional
Sent on cancellation, carrying a calendar cancellation so the meeting is withdrawn from their calendar rather than merely contradicted.
Cancellation reason
text
optional
Included when one was given at cancellation. Worth supplying — it is the difference between a professional notice and an abrupt one.
Change notices
message
optional
Some changes produce a plain note without a calendar update, for cases where nothing about the meeting's time needs correcting.
Warning: Moving a booked meeting on the calendar notifies the attendee. Dragging an event to a new time, or dragging its edge to change its length, saves immediately and sends an update. There is no confirmation step, so treat a booked meeting on the grid as something a customer is watching.
