The five booking emails
Every transactional email in the OctoMonic booking flow, rendered with real sample data, shown at phone width in both English and Hebrew, in the order they fire. Sample lead is Dana Peretz, booking an intro call for Sunday 23 August, reference OM-4471.
Approval needed
Nothing sends until you approve the wording
These templates are built and they render cleanly, but not one of them is wired to a live send. The copy on this page is the copy that would go out. Read it as a recipient would, mark anything that sounds wrong, and the wording is locked from your edit, not from a guess.
Where it stands today: a customer who books a call receives no email at all. No confirmation, no calendar file, no reference number. If you then move or cancel that booking, they still hear nothing. The whole sequence below is the fix, and email 04 does not exist yet even as a template send path.
Decisions worth making now
- Tone across all five Current voice is plain, short, first person plural, no exclamation marks and no filler. It reads competent rather than warm. If you want it friendlier, or more formal for enterprise leads, that is a single pass across copy.json and it changes every email at once.
- The apology wording in email 02 Right now moving a call says Sorry about that, it's on us. and in Hebrew מתנצלים — זה עלינו. That is a full admission of fault. The alternative is neutral phrasing that states the change without taking blame. Your call which one fits the brand.
- The 48 hour expiry on held slots Email 02 promises the nine offered times are held for 48 hours. After that the links land on an expired page. Two questions: is 48 hours the right window, and are you comfortable holding nine slots in the calendar for that long against a single lead.
- Whether your own notification carries the lead's phone number Email 05 currently shows the phone as a tap to call link, next to the email address. Handy on mobile, but it puts a lead's personal number into your inbox history and into any device that syncs it. Keep, or drop to email only.
- Whether email 04 gets built at all It is the only one of the five with no delivery path today. Approving the sequence without it means a cancelled customer still hears nothing, which is the exact failure this work exists to close.
The sequence
Which email fires on which event
Two emails always send at the moment of booking. Everything after that only happens if you touch the booking.
Yellow border is an email that reaches someone. Dashed is a path where nothing is sent. Red is the gap.
Booking confirmed
The first thing a new lead ever receives from OctoMonic.
Fires: the instant someone books a slot that falls inside an auto confirm window. No human step, no approval queue. The lead is still on the thank you page when this lands.
Frame is 390px, phone width, which is where these get read. The email itself is a fixed 600px message, so a phone scales the whole thing down to fit: that is what FIT shows, and it is the honest view. Press 1:1 to render it full size and read the copy comfortably. Either way the frame scrolls internally.
Your notification
Numbered 05 in the files, second in real life. It sends at the same instant as 01.
Fires: the same moment as email 01, to you. This is an FYI, not a decision. The old approve and reject buttons are gone, because the booking is already confirmed and already on your calendar by the time you read it. What it gives you instead is the lead's details and two management actions.
Status strip at the top changes colour and wording by event: green for booked, yellow for rescheduled by the lead, grey for cancelled.
We have to move your call
The one that does the most work. Nine tappable times, no reply needed.
Fires: only when you move a booking, from the manage page you reach through email 05. It never fires on its own. The lead gets nine alternative times as buttons, three per day across three days, and one tap starts the rebooking.
Nine slots: Monday, Tuesday and Wednesday, three times each. Each button is a plain link, so a mail scanner that prefetches every one of them books nothing.
New time confirmed
The receipt that closes the reschedule loop.
Fires: when the recipient taps one of the nine slots and confirms it on the page that opens. The old time comes off the calendar, the new one goes on, and this email is the proof. You get a copy of email 05 at the same moment, with the yellow rescheduled status.
Same shape as email 01, with one extra line stating plainly that this replaces the earlier time.
Cancelled
Written, rendered, and today unsent. This is the gap.
Fires: when you cancel a booking. Except it does not, because nothing sends it yet. Today a cancelled customer hears nothing at all, keeps the old calendar entry, and finds out when they turn up to a call that is not happening. Everything below is what they would receive once this is wired.
Shortest of the five on purpose. It states the cancellation, absolves the recipient of any action, and offers one way back.
Part of the same experience
The pages a recipient lands on
Tapping a slot button in email 02 does not book anything on its own. It opens one of these pages, and the page is where the commit happens. Same for cancelling. They carry no JavaScript, so a link scanner that follows every URL in the email cannot change a booking by accident. These are the screens, in the same phone frames.
Confirm your new time
Lands here after tapping any of the nine slot buttons in email 02. Nothing has changed yet at this point.
New time confirmed
After they press the confirm button. The move is committed and email 03 is on its way.
Cancel this call?
Reached from the change or cancel link at the bottom of emails 01 and 03. Still reversible here.
Cancelled
After the lead cancels. This is the moment email 04 should send, and today does not.
Manage this booking
Yours only. Reached from the move or cancel links in email 05. Moving from here is what sends email 02.
This link has expired
Shown when a slot link is reused, or after the 48 hour hold runs out. States plainly that nothing changed.
That time was taken
Two leads reached for the same slot. The loser sees this instead of an error, and can pick again.