Choose which emails you and your clients receive

Click Settings in the sidebar and choose the Notifications tab. The page is headed Notification Preferences, and the switches are grouped into collapsible cards. Every switch starts on, so this tab is where you turn things down rather than up.

Change a switch and save it

1. Open Settings and pick the Notifications tab

   Click Settings in the sidebar, then choose Notifications from the row of tabs across the top of the page — on a narrow screen that row collapses into a single dropdown. The tab opens on Notification Preferences.

2. Expand the card you want to change

   Each group sits in its own card, closed by default. Click a card's title to open it. The grey text beside the title reads something like 4 of 4 enabled, so you can see which cards still have everything on without opening any of them.

3. Untick what you don't want

   Every switch carries a short line describing what it covers. Unticking one makes Calso quieter about that particular event. Nothing has changed yet — the edit is only held on screen at this point.

4. Press Save

   The Save button sits at the very bottom of the tab, below the last card. It reads Saving... while it works, and a green Saved! appears beside it when the change is live.

The emails that come to you

Booking Notifications covers Emails you receive when clients interact with your bookings. New booking received lands the moment a client books. Booking rescheduled tells you when a client moves an existing session. Booking pending approval is the one to keep if any of your event types or group events make you approve or decline a request first — with it off, requests sit waiting and you would only find them by checking the Bookings list, or the group event itself for a group registration.

Further down the tab, the Smart Scheduling card holds Slots released, which emails you when Calso opens extra times on a day it had been keeping compact. That card appears only where Smart Scheduling is switched on.

The emails your clients receive

Client Notifications covers Emails your clients receive. These are sent on your behalf. Six switches sit here, and each one turns off a real email:

• Booking confirmation — the email a client gets the moment a booking is confirmed, with the calendar file attached. It also covers the confirmation sent when you approve a pending request, and the email carrying a payment link.
• Booking reminder — covered on its own below, because it is the one worth reading carefully.
• Cancellation confirmation — sent when a booking is cancelled, a request is declined, or a place in a group event is cancelled.
• Reschedule confirmation — shows a client their old time and their new one.
• Package purchase receipt — the receipt after buying a session package.
• Low credit warning — the note telling a client their credits are running down.

The card closes with the line Client emails are sent from your workspace name. Clients can unsubscribe at any time. You can change the address they go out from by sending booking emails from your own domain.

CalsoThe Notifications tab

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What the Booking reminder switch actually covers

This switch is about your clients' inboxes, not yours — the reminder that comes to you before a session has its own card, further down the tab. And for a one-to-one session it does not put an automatic email in the client's inbox, whether it is ticked or not. If you have been counting on a day-before nudge going out to them on its own, it isn't.

It governs two other things. The first is the reminder you send by hand: open a client record, find an upcoming session in their list, and choose Send Reminder from its row actions. You get a Personal Note (optional) box and the email goes out as soon as you send it. That works only on a confirmed session that has not happened yet, and with Booking reminder unticked the box still reports Reminder sent successfully! while no email leaves.

The second is group sessions. Everyone holding a confirmed place in a group event is emailed roughly a day before the group session and again roughly an hour before, and those two do go out on their own. Untick Booking reminder and both stop for every group event you run.

Text reminders before a session

The SMS Reminders card sits open by default, under Send text message reminders to clients before sessions. Ticking Enable SMS reminders for clients is what makes texts leave at all — but it is only half of the arrangement. The client has to opt in too: they fill in Phone number on your booking page and tick Send me SMS reminders beneath it. Anyone who left the phone field blank, or filled it in without ticking the box, is quietly skipped.

How far in advance? below the switch decides when that text goes out, and it is one text per session rather than a series. The choices are 1 hour, 2 hours, and 24 hours before the start time. Calso looks for sessions due a reminder once an hour, so a text can land up to an hour ahead of the lead time you picked and never after it — on 1 hour a client might hear from you two hours out, which is worth knowing before you word the message around starting soon. A session booked at shorter notice than your lead time is already past that mark when it lands, so word the message so it still reads sensibly when it arrives close to the start.

The switch governs more than reminders. The texts Calso sends around a booking — confirmations, cancellations, and reschedule notices — stop when it is off, and so does every Send SMS automation you have built: a text rule sends only when this switch is on, the client ticked Send me SMS reminders, and your plan's monthly text allowance still has room. That allowance is 200 texts a month on Practice, 1,000 on Studio and no limit on Platform, counted across reminders and automations together; once it runs out texts stop until the month turns over, while your email carries on as normal. A client with a client portal login can switch texts off for themselves as well, which overrides your setting for that person.

Reminders and a daily summary for your own inbox

The last two cards on the tab send email to you rather than to your clients, and both sit open by default. They read your workspace time zone for every date and time they quote, so set that first on the workspace settings if you have moved since you signed up.

A reminder before each session

Reminders sits under Session reminders sent to you before upcoming bookings. Tick Send me a reminder before upcoming sessions and How far in advance? appears beneath it with four choices — 1 hour, 2 hours, 12 hours, and 24 hours before the start. A new workspace is set to 24 hours.

The email is headed Your session is coming up and carries the client's name and email address, the session title, its date, time and length, the location or a link to join the meeting, the package it was booked from if it came from one, and whatever the client typed into your booking form. An Open booking button takes you to that booking in your dashboard.

Calso looks for sessions due a reminder once an hour, so yours can arrive up to an hour ahead of the lead time you picked and never after it — on 1 hour that can mean a note as much as two hours out. A session booked at shorter notice than your lead time is already inside the window and gets no reminder at all. If a client moves a session, the new time gets a reminder of its own rather than inheriting the old one.

The daily digest

Daily Digest sits under A daily summary of your upcoming sessions delivered to your inbox. Tick Send a daily summary of upcoming sessions and one email arrives each morning just after 8am in your workspace time zone, headed Your day at a glance.

It opens with today's schedule: each session's start time and length, who it is with, the event type, the package it came from, and either the location or a Join meeting link. Anything waiting on your approval is marked Pending. Underneath, Needs attention repeats what the dashboard's own panel would tell you — a calendar connection that has stopped syncing, clients whose credits expire within seven days, webhook deliveries that failed in the last day, and bookings awaiting your confirmation — with a View link on each line straight to the screen that settles it. When the digest goes out on a day with nothing booked, it names your next session instead of showing an empty list.

The schedule counts one-to-one sessions, the same as the reminders above, so a group event you are running today is not on the list. There are no revenue figures either — this is the email you read standing up, and the numbers deserve the dashboard.

A day with no sessions and nothing waiting sends no digest at all. That is deliberate: an email that arrives every morning with nothing in it is one you stop opening by the time it matters. Silence means a clear day, not a fault.

Package, group, and checkout alerts

Package & Payment Alerts appears only once you have connected Stripe or moved onto a paid plan. The two switches to know there are Payment plan failed and Payment plan completed, which tell you when an installment bounces and when a plan is finally paid off.

Group Session Alerts holds New enrollment, which tells you someone has taken a place in a group session, and Waitlist enrollment, which controls the A spot opened up email sent to people waiting on a full group session when a seat frees up. In Integration Alerts, Checkout purchase received is the switch behind the delivery emails your buyers get — the download link for a digital product, an add-on bought at checkout, or a voucher you issued. Leave it on unless you plan to send those links yourself.

Once the tab reads the way you want it, the next message worth building is one that isn't on this list at all — a welcome note, a follow-up, a check-in. Start with create your first automation.