Sync Settings

Sync settings control how Attendara reflects appointment status changes back into your calendar. When a customer confirms or cancels, Attendara can update the event's colour, category, or title so you can see the status at a glance without leaving your calendar app.

Accessing sync settings

Go to Settings → Preferences and scroll to the Status Indicators section.

Visual indicators

Enable the Visual indicators toggle to have Attendara update events in your calendar when their status changes.

Google Calendar — Colour coding

Choose a colour for each status:

• Confirmed colour — Applied to an event when the customer confirms. A green colour (e.g. Sage or Basil) is a popular choice.
• Cancelled colour — Applied when the appointment is cancelled. A red colour (e.g. Tomato or Flamingo) works well.

Colours are from the standard Google Calendar palette and apply only to the specific event — not to the whole calendar.

Microsoft Outlook — Category labels

Choose the name of an Outlook category for each status:

• Confirmed category — e.g. Attendara — Confirmed
• Cancelled category — e.g. Attendara — Cancelled

The category must exist in your Outlook account. You can create categories in Outlook under Home → Categorize → All Categories and assign them a colour of your choice.

Text prefixes

Enable Text prefixes to have Attendara prepend a short label to the event title when status changes. For example:

• Confirmed prefix: [Confirmed] → event title becomes [Confirmed] Jane Taylor — Consultation
• Cancelled prefix: [Cancelled] → event title becomes [Cancelled] Jane Taylor — Consultation

Attendara is smart enough to strip old prefixes before adding new ones, so titles don't accumulate multiple tags. You can customise the prefix text to anything you prefer.

Private events

By default, Attendara ignores all events marked as private in your calendar. This lets you keep personal blocks or internal meetings in the same calendar without them being processed.

Under Settings → Preferences → Calendar Sync you can optionally enable Recognise private events. When enabled, a free-text field appears where you write an instruction that guides the AI when processing private events — for example: "Only process private events whose title begins with 'Client:'". Attendara passes this instruction to its extraction model alongside each private event.

Notifications & customer preferences

Under Notifications in Preferences, you can configure the following:

• Cancelled appointment alerts — Receive an email when a customer cancels, so you can fill the slot.
• Notify about incomplete appointments — Be notified when Attendara cannot extract customer details from an event.
• Email error alerts — Receive an email when a notification fails to deliver. See also: Event Log.
• Allow customers to override notification medium — When enabled, customers can choose on their self-service page whether they prefer to receive future notifications by email or SMS. When disabled, the medium is determined solely by your notification rules.