When notification emails are sent

Appointment notification emails can be sent automatically when an appointment is:

  • Booked
  • Changed
  • Cancelled

You can switch these on or off depending on how you communicate with clients.

Appointment reminder emails

Reminder emails help clients remember their upcoming appointment.

  • 12 hours before
  • 24 hours before
  • 36 hours before
  • 48 hours before the appointment

Use reminders to reduce DNA / no-shows and set clear expectations for cancellations.

Notification and reminders settings page showing email reminder sending time options.
Notification and reminders settings page showing email reminder sending time options.

How to customise emails

You can personalise notification and reminder emails by:

  • Adding your own message
  • Including helpful web links
  • Attaching files such as consent forms or policies

Open email settings in Smilenotes

  1. Go to Settings
  2. Select Schedule
  3. Choose Notifications
  4. Make sure notifications and reminders are switched on

Once enabled, you can edit the email content using the editor.

Notification and reminders settings page showing customisable options.
Notification and reminders settings page showing customisable options.

Example email text:

You can add custom text that appears at the bottom of your automated emails.

Here are examples commonly used by practices:

Attach files to emails


You can include documents that will be sent automatically with each email, such as:

  • Consent forms
  • Terms and conditions
  • Patient information leaflets

To attach a file:

  1. Click Add file (or drag and drop a file into the upload area)
  2. Click Upload

The file will now be included in all automated emails of that type.

Updated: 3 February 2026