Email Notifications & Invitations
LockMyCal includes a robust email system built on the Swoosh library and asynchronous Oban queues, which ensures reliable delivery even during outages of external mail servers thanks to automatic retries.
1. Types of emails sent
| Message type | Recipient | Message content |
|---|---|---|
| Booking confirmation | Client | Meeting details, a link to the video call, Add to calendar buttons and links to reschedule or cancel. |
| New booking | Organizer | Information about the client, answers from the form and the payment status. |
| Reminder | Client and Organizer | A notice before the start of the meeting according to the meeting type settings. |
| Reschedule | Client and Organizer | A notice that the meeting has been moved to a new time. |
| Request to reschedule | Client | The organizer asks the client to choose a new time. |
| Cancellation | Client and Organizer | Information about the cancellation and a possible refund. |
| Approval request | Organizer | A prompt to approve or reject a booking. |
| Request outcome | Client | A notice that the booking was approved, rejected or expired. |
| Payment refund | Client | Confirmation of the refund for a paid meeting. |
| Invitation and event change | Guests | An invitation for other participants (including those you add to an existing booking), the organiser's note and a notice of changes to the event. When an event is deleted in the calendar, the attendees get a cancellation. |
| Links by email | Selected recipients | The booking page or meeting types that the organizer sent them. |
| Integration alerts | Organizer | A calendar or video service needs to be reconnected, synchronization is failing or a video room could not be created. |
| Poll deadline | Organizer | A reminder of the approaching voting deadline. |
Emails to the organizer arrive in the language of their account, and emails to the client in the language in which they booked. For a meeting created with quick add, the organiser chooses the language of all emails about it (Language of the invitation).
2. Attachments and iCalendar (.ics)
Attachments from the client: the files the client attached when booking go to the organiser in the new-booking email and in the approval request. They are attached when together they are under 15 MB; otherwise the email contains a link to the dashboard. The client doesn't get their files back in an email.
A standardized invite.ics file is automatically attached to every confirmation and cancellation email:
- Compatibility: Apple Calendar, Google Calendar, Microsoft Outlook, Thunderbird.
- Updates: When rescheduling, LockMyCal sends an
.icsfile with a higher sequence number (SEQUENCE:1), so the meeting in the recipient's calendar updates automatically without any manual rewriting.
3. Configuring the mail sender
In the .env file, you can customise the name and email address from which messages are sent:
EMAIL_FROM_ADDRESS="bookings@yourdomain.com"
EMAIL_FROM_NAME="LockMyCal Bookings"You choose the sending provider with the EMAIL_ADAPTER variable – smtp, postmark, sendgrid, mailgun or ahasend. For details, see the guide Postmark Email API and the chapter Environment Variables.