Hello! In this guide, you’ll learn how to configure calendar confirmation emails in LeadCenter.ai, ensuring that both you and your invitees receive clear and professional meeting confirmations every time an appointment is booked.

Whether you or your clients schedule the meeting directly in LeadCenter or via a public calendar link (BookMyTime.ai), the system automatically sends confirmation details by email.

1. Accessing Calendar Confirmation Settings

To configure confirmation emails:

1. Open your Calendar.
2. Click the Calendar Settings button in the upper-right corner.
3. From the left-hand menu, select Confirmation Email.

This will open the Calendar Confirmation Email Settings page, where you can control how confirmations are sent and which templates are used.

2. Understanding the Two Confirmation Options

LeadCenter provides two methods for sending meeting confirmations:

Option 1: LeadCenter Email Confirmation

• LeadCenter sends the confirmation email directly from your configured shared email account (e.g., via LeadCenter Email Marketing, Office 365, or SMTP).
• The message includes full meeting details — such as the date, time, location, and contact information — formatted according to your chosen email template.
• You can customize the message content and style to match your brand.

Option 2: Calendar Invite (Recommended)

• The confirmation is sent directly from your Outlook or Google Calendar.
• The email includes an attached .ics calendar file, which automatically adds the event to your invitee’s calendar.
• The sender appears as you, providing a more personal and familiar experience for the recipient.

Recommendation: LeadCenter recommends using Calendar Invites, as they offer better deliverability and are sent directly from your connected calendar system.

3. Selecting and Customizing Your Confirmation Template

Once you’re on the Confirmation Email page:

1. Under the Template section, open the drop-down menu to select your preferred confirmation email template.
2. To review or modify the template, click the “Edit Template” link.
   • This opens the Email Templates page in a new tab.
3. Use the Category Filter to view templates labeled under Appointments.
4. Open the Appointment Confirmation Email Template to see its content.

Inside the template, you’ll see shortcodes — placeholders that automatically populate with meeting-specific details, such as:

• {Contact.FirstName} — Invitee’s first name
• {Appointment.Date} — Appointment date
• {Appointment.StartTime} and {Appointment.TimeZone} — Start time and time zone
• {Appointment.Location} — Meeting location or Zoom link

You can insert additional shortcodes by clicking Short Codes in the editor toolbar, choosing from contact, appointment, or calendar-related fields.

4. Using Built-In Templates

By default, LeadCenter includes several preloaded confirmation templates ready to use.
These are professionally written and include the key details most advisors need, such as:

• A greeting with the client’s first name
• The meeting date, time, and location
• A thank-you note and your contact signature

You can use them as-is or customize them to reflect your tone and branding.

5. Saving and Activating Your Settings

Once you’ve chosen between LeadCenter Email Confirmation and Calendar Invite, and selected your preferred email template:

1. Click Save at the bottom of the settings page.
2. LeadCenter will now automatically send confirmation messages every time an appointment is scheduled — whether it’s created internally or via your public booking page.

Summary

Pro Tips

• Use Calendar Invites for best deliverability and automatic calendar integration.
• If using LeadCenter Email Confirmation, make sure your shared email account or sending domain is properly configured and verified.
• Test your templates by creating a test appointment to see exactly what clients will receive.

By setting up calendar confirmation emails in LeadCenter, you ensure every client receives accurate, branded meeting details — creating a professional and seamless experience from the very first interaction.

Thank you for watching!