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Booking Notifications

When someone books a resource through a PrimeCal public booking page, there are a few places in the system that record and surface that event. This page explains what happens automatically and how you can extend the notification behavior using the automation system.

What PrimeCal Does Automatically​

The Reservation Appears on the Calendar​

Every registered PrimeCal user who makes a booking — or who receives a booking managed on their behalf — finds it mirrored to their private Reservation calendar inside PrimeCal. This calendar is created automatically for every user account. The booking appears as a calendar event in the correct time slot, alongside all other events in the week view.

This is the most reliable way to track upcoming bookings: just look at your PrimeCal week view. The Reservation calendar events show you what is coming up without needing to check a separate booking management screen.

The Reservation Appears on the Internal Board​

Anyone with the Member, Editor, or Admin role in the organisation can see all reservations in the Reservations panel → Reservations tab. This is the staff-side view and is always up to date.

Customer Booking Confirmation Page​

After completing a public booking, the customer sees a confirmation screen with the booking details: service, resource, slot, and reference. They can choose "Go to my calendar" (which works if they have a PrimeCal account) or "Book another time".

note

PrimeCal does not currently send an automatic confirmation email to the customer's email address at the time of booking in v1.3.4. The confirmation is shown on the booking page. If you need email confirmation sent to customers, see the Automation section below.

Extending Notifications with Automation​

PrimeCal's automation system lets you build rule-based workflows that fire when reservation events happen. This is the way to add email confirmations, reminders, and other notification behaviors.

Example: Send a Reminder Before a Booking​

If your organisation uses the automation system:

  1. Go to the Automation tab in the sidebar.
  2. Create a new rule with a time-based trigger: event.starts_in set to 60 minutes (or however far in advance you want).
  3. Set a condition to filter for events in the Reservation calendar.
  4. Set an action — for example, calling a webhook that triggers an email via your preferred email API.

This approach requires an external email service (such as Mailchimp, SendGrid, or a simple SMTP webhook relay), but it gives you full control over the content and timing of reminder emails.

note

The Automation feature requires the automation subscription feature slug. If you do not see the Automation section, check your plan or contact your administrator.

Example: Notify Staff When a New Booking Arrives​

You can create an automation rule that fires when a calendar event is created in the Reservation calendar and sends a webhook to a messaging tool like Slack or Teams. This gives the team instant notification whenever someone self-books, without them having to check the reservation board manually.

See Automation Webhooks for the full webhook setup guide.

For Paid Bookings​

When a reservation involves a Stripe payment, the payment confirmation state is visible on the booking summary page and in the internal reservation board. PrimeCal updates the reservation status when the Stripe webhook confirms payment. See Managing Bookings for how payment states work from the customer's perspective.

What Is on the Roadmap​

Native booking confirmation emails sent directly to the customer's email address — without requiring an automation + webhook setup — are on the product roadmap. When this feature becomes available, this page will be updated with setup instructions.