“Notify the host” is a feature that the host enables for each calendar.
When the host enables this feature, a “Notify the host” button appears below the calendar on the scheduling page.
Guests can use “Notify the host” not only when no available times are displayed, but also when available times are displayed but none of them work for the guest.
The guest can enter their preferred dates or the days and times when they are generally available.
After the form is submitted, a notification is sent to the notification email addresses configured by the host.
Sending a message through “Notify the host” does not complete a booking.
After receiving the message, the host decides whether the guest’s request can be accommodated and contacts the guest directly as needed.
This feature is available on the Basic Plan and Premium Plan.
Enable “Notify the host”
“Notify the host” is disabled by default.
Configure the feature for each calendar as follows:
Open the calendar creation or edit page
Open “Advanced settings”
Go to “Availability settings”
Under “On the scheduling page, enable ‘Notify the host’ when the guest cannot find a suitable time?”, select “Enable ‘Notify the host’”
Go to “Host email & privacy settings”
Under “Notification email addresses,” enter an email address that will receive host contact notifications and select “Host contact”
Create or update the calendar
When “Notify the host” is enabled, at least one notification email address must have “Host contact” selected under “Notifications to receive.”
If no notification email address is configured to receive host contact notifications, the following message appears:
Host contact receipt is not configured.
Check “Host contact” for at least one notification email address.
Guest Actions
On a scheduling page where the host has enabled “Notify the host,” the “Notify the host” button appears below the calendar.
The button appears in both of the following situations:
No available times are displayed
Available times are displayed, but none of them work for the guest
“Notify the host” is not displayed when the calendar is not accepting bookings.
When the guest selects “Notify the host,” a contact form appears.
The guest can use the form to tell the host their preferred dates or the days and times when they are generally available.
The guest enters the following information:
Field | Required or optional | Information to enter |
Company name | Optional | Guest’s company name |
Name | Required | Guest’s name |
Email address | Required | Email address where the guest can receive a response from the host |
Comment | Required | Preferred dates, days of the week, or time ranges |
After the form is submitted, a notification is sent to each notification email address for which the host has selected “Host contact.”
What Happens After the Guest Sends a Message
Sending a message through “Notify the host” does not complete a booking.
This feature does not guarantee any of the following:
The host can accommodate the guest’s preferred date or time
The host will respond
The host will provide other available times
After receiving the message, the host decides whether the guest’s request can be accommodated.
If the request can be accommodated, the host contacts the guest by email or another method to arrange the booking. The host can also create another scheduling page and share it with the guest as needed.
If the request cannot be accommodated, the host can contact the guest as needed.
Further communication does not take place in TimeRex. The host and guest communicate directly by email or another method.
Email Sent to the Host’s Notification Addresses
The following email is sent to each notification email address for which “Host contact” is selected.
The email includes the following buttons:
Button | Action |
Reply to guest | Opens an email composition screen addressed to the email address entered by the guest |
Check calendar | Opens the calendar from which the guest sent the message |
Create Instant Scheduling | Opens the TimeRex Home screen. Create an Instant Scheduling link and share the URL with the guest |
Email Sent to the Guest
After the guest submits the form, an email is sent to confirm that the message was sent to the host.
This email is not a booking completion notification. The guest must wait for the host to contact them.