Automatically notify leads about earlier available booking times

Modified on Wed, 6 May at 6:59 AM

Automatically notify leads about earlier available booking times

Fill calendar gaps by automatically notifying leads when an earlier booking slot opens up before their scheduled appointment — they receive an email with a link to rebook if they want.

TL;DR

3-component workflow: (1) Automation — triggers N days before event start, condition checks hh-booking.available-dates within next X days, action sends email if slots found. (2) Email template — notifies lead + includes rebooking link via @bookingFormUrlLead[form-name]. (3) Rebooking booking form — description checks availability again, shows appropriate message if slot already taken. Use available-dates (not optimal-datetime-slots) for maximum rebooking opportunities.

Get started in 3 steps

Set up the automation

Trigger: Date/time trigger on Event start date, offset -14 days (adjust to your typical lead time). Condition: @if(<hh-data.count><hh-booking.available-dates latest-date="+10days" booking-form="YOUR_FORM_ID" full-address="%lead_full_address%" /></hh-data.count> > 1){1}@else{0}@endif — returns 1 if earlier slots exist within the next 10 days. Action (if 1): Send email notification. Replace YOUR_FORM_ID with the actual booking form ID.

Create the notification email

Write an email template that: (1) Explains earlier times are available, (2) Shows their current appointment time (%event_datetime%), (3) Includes a rebooking button: <a href="@bookingFormUrlLead[YOUR_REBOOK_FORM_NAME]">View earlier times</a>, (4) Reassures them they don't need to act if they prefer to keep their current appointment.

Configure the rebooking form

In the booking form description, add conditional logic that re-checks availability when the lead opens the form: if no earlier slots exist anymore (slot was taken between sending email and clicking link), show a polite message. If slots still exist, show the normal booking calendar. Hide the address input (use the lead's existing address). Set latest_date to one day before their current appointment so they can't accidentally book later than they have now.

Read more — full copy-paste templates⌄

Step 1 — Automation condition (copy as-is, replace form ID)

@if(<hh-data.count><hh-booking.available-dates latest-date="+10days" booking-form="YOUR_BOOKING_FORM_ID" full-address="%lead_full_address%" /></hh-data.count> > 1){1}@else{0}@endif

Replace YOUR_BOOKING_FORM_ID with your booking form's ID (find in Campaign → Settings → Booking forms). Returns 1 if any slots are available within 10 days, 0 otherwise. Trigger automation action when result = 1.

Step 2 — Email template (paste into email HTML editor)

Replace YOUR_REBOOK_FORM_NAME with your rebooking form's API name, and update the contact details:

<style>
body { font-family: -apple-system, BlinkMacSystemFont, 'Segoe UI', Roboto, sans-serif; line-height: 1.6; color: #333; }
.email-container { max-width: 600px; margin: 0 auto; background: white; }
.header { background: #ffffff; color: #333; padding: 40px 30px 25px; border-bottom: 1px solid #f0f0f0; }
.header h1 { font-size: 28px; margin: 0 0 12px 0; font-weight: 300; }
.content { padding: 35px 30px; }
.rebook-button { display: inline-block; background: %brand_color%; color: white; padding: 12px 24px; border-radius: 6px; text-decoration: none; font-size: 14px; }
.info-box { background: #fafafa; border-radius: 6px; margin: 25px 0; padding: 20px 25px; }
.info-row { display: flex; padding: 6px 0; }
.info-label { font-weight: 400; width: 80px; font-size: 14px; }
.info-value { color: #666; font-size: 14px; }
.two-col { display: flex; gap: 4%; margin: 25px 0; }
.col { flex: 1; background: #fafafa; border-radius: 6px; padding: 18px; }
@media only screen and (max-width: 600px) { .two-col { flex-direction: column !important; } }
</style>

<div class="email-container">
  <div class="header">
    <h1>Good news about your booking!</h1>
    <p>Earlier times are available than your current appointment.</p>
  </div>
  <div class="content">
    <p>Hi %lead_name%,</p>
    <p>We have available times in the coming days. Instead of waiting for your appointment on <strong>%event_datetime%</strong>, you can book an earlier time if you'd like.</p>
    <div style="text-align:center; margin: 30px 0;">
      <a href="@bookingFormUrlLead[YOUR_REBOOK_FORM_NAME]" class="rebook-button">View Earlier Times</a>
    </div>
    <div class="info-box">
      <h3 style="margin:0 0 16px 0;">Your Information</h3>
      <div class="info-row"><span class="info-label">Name:</span><span class="info-value">%lead_name%</span></div>
      <div class="info-row"><span class="info-label">Phone:</span><span class="info-value">%lead_phone%</span></div>
      <div class="info-row"><span class="info-label">Email:</span><span class="info-value">%lead_email%</span></div>
    </div>
    <div class="two-col">
      <div class="col"><h4 style="margin:0 0 8px 0;">Current Appointment</h4><p style="margin:0; color:#666;">%event_datetime%</p></div>
      <div class="col"><h4 style="margin:0 0 8px 0;">Location</h4><p style="margin:0; color:#666;">%event_location%</p></div>
    </div>
    <p style="color:#666;">If you prefer to keep your current appointment, you don't need to do anything.</p>
    <p style="font-size:13px; color:#999;">Questions? Contact us at YOUR_PHONE or YOUR_EMAIL.</p>
  </div>
</div>

Step 3 — Booking form description (paste into the form's Description field)

Replace service-field-api-name with your service field slug, and YOUR_BOOKING_FORM_ID with your form ID. Sets latest_date to one day before the lead's existing appointment so they can only book earlier:

<style>.full-address-input-div {display:none;}</style>

<div style="display:none;">
  @input[service-field-api-name; id="selectedProducts"]
  <input type="hidden" id="duration-input" name="duration" value="35">
</div>

<input name='latest_date' value='<hh-date.format input="%event_start_datetime_db% -1day" output="Y-m-d" />' type='hidden' />

@if(<hh-data.count><hh-booking.available-dates latest-date="+10days" booking-form="YOUR_BOOKING_FORM_ID" full-address="%lead_full_address%" /></hh-data.count> > 1){
  <p>Earlier times are available — select a new time below.</p>
}@else{
  <div style="background:#fff4ce; padding:16px; border-radius:8px; border-left:4px solid #f4b400;">
    <p style="margin:0;"><strong>No earlier times currently available.</strong> Your appointment remains on <strong>%event_datetime%</strong>. We'll contact you if earlier times open up.</p>
  </div>
}@endif

Common searches

earlier booking notification • fill calendar gaps • rebooking • available dates automation • calendar optimization • move appointment forward

How to set up automations
Creating and managing booking forms
Configuring booking form submission actions
hh-components reference guide