Articles on: AI Booking

Overview of AI Booking Notifications - SMS & Email

📝 Get an SMS and email notification every time LeadTruffle AI books an appointment in your CRM — so your team always knows the moment a job is scheduled.



Table of contents




Overview


When LeadTruffle AI books an appointment directly in your CRM — such as JobNimbus, Housecall Pro, ServiceTitan, or Jobber — you and your team get notified automatically. No need to check the app. Two notifications fire the moment a booking is confirmed: one by SMS and one by email.


LeadTruffle also recognizes when a customer asks to cancel or move an existing appointment during an AI conversation — and alerts your team so you can take action. See Appointment cancel and reschedule requests for details.


Learn more about the full set of email & sms notifications available in LeadTruffle



What the notifications include


Both notifications include the key details your team needs to act on the booking:


  • Contact name
  • Contact phone number
  • Appointment date and time (with timezone)
  • Which CRM the appointment was booked in
  • A direct link to view the contact in LeadTruffle



SMS notification


You'll receive a text message immediately after the booking is confirmed. It looks like this:


LeadTruffle: JobNimbus appointment booked for Jane Customer.
Time: Thursday, May 14, 2026 at 8:00 AM EDT.
Phone: 555-444-1212.
View: https://app.leadtruffle.com/conversations?clientId=client-123
Reply STOP to opt out.


The View link takes you directly to the contact's conversation in LeadTruffle.


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Activate notification




Email notification


An email notification is sent at the same time as the SMS. It includes the same booking details in a formatted summary:


  • Contact name, phone, and email
  • Appointment time
  • Which CRM the job was booked in
  • A View Contact in Dashboard button linking directly to the lead




Who receives notifications


Booking notifications are sent to the account owner and any team members configured to receive them.


To update who gets notified, go to Settings → Notifications in your LeadTruffle account.



Booking failure alerts


LeadTruffle also sends a notification if the AI tried to book an appointment but the booking never went through. This gives your team a heads-up to follow up manually.


When a failure alert sends


A failure alert fires when all of the following are true:


  • The AI attempted to book an appointment
  • The booking attempt failed
  • No later attempt for that same lead succeeded
  • Enough time has passed for any retries to settle (about 60 minutes after the last attempt)


If the booking eventually succeeds — even after multiple failed attempts — no failure alert is sent.


What the alert includes


The failure notification tells you that the AI tried to book but nothing confirmed. It includes:


  • Contact name, phone, and email (when available)
  • Requested appointment time
  • Which CRM or provider was involved
  • Number of attempts made
  • Last error message (when available)
  • A link to open the conversation


Which notification setting controls this


Failure alerts use the same Appointment Booked notification setting that controls successful booking alerts. The tooltip reads:


Alert when the AI books an appointment through LeadTruffle or an external CRM, or when an AI booking attempt fails.


If you have Appointment Booked notifications turned on, you'll automatically receive failure alerts too — no separate setup needed.


Failure alerts are intentionally delayed. LeadTruffle waits about 60 minutes after the last booking attempt before sending an alert, to avoid notifying you for failures that resolve on their own. If you receive a failure alert, open the conversation and follow up with the contact directly to confirm scheduling.


Duplicate alert protection


LeadTruffle tracks which alerts have already been sent. If a failure alert was already delivered for a given lead — by SMS or email — it won't send again for the same lead. This prevents repeated alerts from the hourly scan.



Appointment cancel and reschedule requests


When a customer asks to cancel or move an appointment during an AI conversation, LeadTruffle recognizes the request automatically. This works across every major lead channel:


  • SMS and missed-call SMS
  • Web chat
  • Inbound email (including Google LSA-style email flows)
  • Thumbtack
  • Yelp


The AI logs an appointment change request and notifies your team. It will let the customer know your team has been notified — but it won't tell the customer the appointment has already been cancelled or moved unless that change actually happened on a native LeadTruffle calendar appointment.


Where these requests show up


You can review appointment change requests in a few places:


  • Scheduling page — a new Appointment requests panel lists all open requests
  • Contact timeline — shows a clear entry when a customer asked to cancel or move an appointment
  • Conversation view — surfaces the request directly in the thread so your team can see why it needs attention


Once reviewed, a request can be marked Handled, Declined, or Superseded.


How notifications work for cancel and reschedule requests


These requests use your existing Appointment Booked notification setting — there's no separate setting to turn on. If you already receive appointment booking notifications, you'll automatically receive these request alerts too.


If the same customer repeats the same cancel or move request, LeadTruffle reuses the existing open request instead of sending a duplicate alert.


Native LeadTruffle calendar vs. outside CRMs


For outside scheduling systems — Housecall Pro, Jobber, ServiceTitan, or any other connected CRM — this feature is request-only. LeadTruffle logs the customer's request and alerts your team, but it does not automatically cancel or move the appointment inside the outside CRM. Your team still needs to update the appointment there manually.


If the appointment lives on LeadTruffle's own native calendar, a cancellation can be completed directly through that flow. For everything else, treat the alert as a to-do: review the conversation, then update the appointment in your calendar or CRM yourself.


Webhooks


If you use webhooks, you can receive an APPOINTMENT_CHANGE_REQUESTED event when a customer asks to cancel or move an appointment.


This event means a customer made a request — it does not mean the appointment was actually cancelled or moved. Your systems should treat it as a request to act on, not a confirmation of a change.


Cancel and reschedule FAQ


Did LeadTruffle cancel the appointment for me?


Only if it was a native LeadTruffle calendar appointment handled through the cancellation flow. For outside CRMs, LeadTruffle records the request and notifies you — it doesn't cancel or move anything on its own.


What happens if a customer asks twice?


LeadTruffle recognizes the repeat request and won't send a duplicate alert for the same open request.


What should my team do after seeing a request?


Open the conversation, update the appointment wherever it actually lives (LeadTruffle calendar or your CRM), then mark the request Handled, Declined, or Superseded in LeadTruffle.



Need help? Contact us at support@leadtruffle.com or message the team via the chat on this article or in-app.

Updated on: 02/07/2026

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