{"id":4028,"date":"2026-11-13T15:09:01","date_gmt":"2026-11-13T12:09:01","guid":{"rendered":"https:\/\/akaunting.com\/hc\/docs\/appointments\/settings-emails-and-reports\/"},"modified":"2026-11-13T15:10:06","modified_gmt":"2026-11-13T12:10:06","slug":"settings-emails-and-reports","status":"publish","type":"docs","link":"https:\/\/akaunting.com\/hc\/docs\/appointments\/settings-emails-and-reports\/","title":{"rendered":"Settings, Emails and Reports"},"content":{"rendered":"\n

Set what a new appointment starts with, edit the emails Appointments sends, and follow your bookings on the Appointments dashboard and in two reports.<\/p>\n\n\n\n

Settings<\/h2>\n\n\n\n

Go to Settings<\/strong> and select Appointments<\/strong>. These are the values a new appointment’s form starts with; each appointment can still have its own. Changing them doesn’t change the appointments you already have.<\/p>\n\n\n\n

Setting<\/th>Starts as<\/th><\/tr><\/thead>
Appointment Duration<\/strong><\/td>01:00<\/code> (an hour)<\/td><\/tr>
Reminders<\/strong><\/td>1 day before<\/td><\/tr>
Minimum Notice (Hours)<\/strong><\/td>2<\/td><\/tr>
Booking Window (Days)<\/strong><\/td>30<\/td><\/tr>
Cancellation Notice (Hours)<\/strong><\/td>24<\/td><\/tr>
Recurring<\/strong><\/td>Monthly<\/td><\/tr>
Questions<\/strong><\/td>none<\/td><\/tr>
Working Days<\/strong><\/td>Monday to Friday<\/td><\/tr>
Starting Time<\/strong> and Ending Time<\/strong><\/td>09:00 and 17:00<\/td><\/tr>
Approval Control<\/strong><\/td>No<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n

What each one does is explained in Creating an Appointment<\/a>.<\/p>\n\n\n\n

\"\"<\/figure>\n\n\n\n

Emails<\/h2>\n\n\n\n

Go to Settings<\/strong> and select Email Templates<\/strong>. The Appointments emails are listed under Others<\/strong>, each named after when it’s sent, such as Appointment Reminder Template (sent to customer)<\/strong>. Click one to change its subject and text; the tags in curly brackets, such as {appointment_date}<\/code>, are filled in for each booking.<\/p>\n\n\n\n

Template<\/th>Sent when<\/th><\/tr><\/thead>
New Appointment Request<\/strong> (sent to admin)<\/td>A booking is made. Your users who can see bookings get it.<\/td><\/tr>
New Appointment Request<\/strong> (sent to customer)<\/td>A booking waits for your approval.<\/td><\/tr>
Appointment Payment<\/strong> (sent to customer)<\/td>The invoice of a paid booking is sent.<\/td><\/tr>
Appointment Details<\/strong> (sent to customer)<\/td>A booking is approved, and when it’s moved.<\/td><\/tr>
New Appointment<\/strong> (sent to employee)<\/td>A booking is made with the employee.<\/td><\/tr>
Appointment Assignment<\/strong> (sent to employee)<\/td>The employee is added to an appointment.<\/td><\/tr>
Appointment Reminder<\/strong> (sent to admin, customer and employee)<\/td>Before the appointment, as its Reminders<\/strong> sets.<\/td><\/tr>
Appointment Cancellation<\/strong> (sent to admin, customer and employee)<\/td>A booking is cancelled.<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n

Your users and employees don’t get an email about what they did themselves: the user who books or cancels isn’t sent the email to admins. The customer always gets theirs, as a confirmation.<\/p>\n\n\n\n

Note:<\/strong> Reminders are checked every five minutes. On Akaunting Cloud this runs for you. On your own server, Akaunting’s scheduled tasks must be running, as for recurring invoices.<\/p>\n\n\n\n

The Appointments Dashboard<\/h2>\n\n\n\n

Go to Dashboard<\/strong> and select the Appointments<\/strong> tab. It has four widgets:<\/p>\n\n\n\n

    \n
  • Upcoming bookings:<\/strong> the company’s next bookings.<\/li>\n\n\n\n
  • Bookings by status:<\/strong> the bookings of the period by their status.<\/li>\n\n\n\n
  • Bookings by appointment:<\/strong> the bookings of the period, cancelled ones aside, by appointment.<\/li>\n\n\n\n
  • Bookings by month:<\/strong> the bookings of each month of the period, and the cancelled ones.<\/li>\n<\/ul>\n\n\n\n

    You can add these widgets to any other dashboard with Add Widget<\/strong>.<\/p>\n\n\n\n

    \"\"<\/figure>\n\n\n\n

    Reports<\/h2>\n\n\n\n

    Go to Reports<\/strong>. Two reports come with Appointments:<\/p>\n\n\n\n

      \n
    • Booking Summary:<\/strong> the number of bookings of each period. Group them by appointment, employee or status, and pick the Basis<\/strong>: Cancellations aside<\/strong> or All bookings<\/strong>.<\/li>\n\n\n\n
    • Appointment Income:<\/strong> the invoices of paid bookings, by the day of the booking, grouped by appointment or employee.<\/li>\n<\/ul>\n\n\n\n

      Choose the Date Range<\/strong> and the Period<\/strong>, then click Update report<\/strong>. Use the buttons at the top right to Print<\/strong> or Export<\/strong> the report.<\/p>\n\n\n\n

      \"\"<\/figure>\n\n\n\n