Notifications
Configure SMS and email notifications in FlowCaptain: booking confirmations, status updates, and appointment approval.
Notifications
FlowCaptain automatically sends notifications after appointment actions. You can find the settings under Calendar → Notifications.
Email Notifications
The calendar owner receives an email summary for every booking, cancellation, and rescheduling. This keeps you informed even when appointments are managed entirely by the voice bot.
Settings:
- Notification Email — The address where summaries are sent.
- Attach Call Recording — When enabled, the call recording is attached as an MP3 file to the email.
SMS Notifications
After an appointment action, the caller can receive an SMS confirmation. Phone numbers are automatically normalized to international format (e.g. 0176... becomes +49176...).
SMS Options:
| Setting | Description |
|---|---|
| Booking Confirmation | SMS with a link to review and correct the name after booking. |
| Status Updates | SMS after cancellation and rescheduling. |
| Security Code | SMS security code for cancellation and rescheduling. Protects against unauthorized changes. |
If you disable the security code, callers can cancel or reschedule appointments without verifying their identity.
Appointment Approval Mode
By default, bookings are confirmed immediately. In Approval Mode, new bookings must be approved by you before they are confirmed.
When approval mode is enabled, two additional SMS options appear:
| Setting | Description |
|---|---|
| Incoming Request | SMS to you when a new appointment request has been received. |
| Approval Result | SMS to the caller when the request has been approved or rejected. |
Reliability
If an SMS or email fails to send, it does not affect the appointment action itself. The booking, cancellation, or rescheduling still succeeds. Notifications are sent in the background and never block the API response.