Guest notification settings

Control which booking email notifications are sent to attendees across your organization.

Organization admins can disable specific booking email notifications for attendees (guests) across all bookings in the organization. When a notification type is disabled, attendees no longer receive that email, but organizers continue to receive their notifications as normal.

Guest notification settings are only available for organizations. You must be an organization admin to access them.

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Available settings

You can disable individual email types or turn off all guest booking emails at once using the master toggle.

Disabling guest emails means attendees will not receive those notifications for any bookings in your organization. Make sure your team has an alternative way to communicate important booking details if needed.

Email type	What it controls
Confirmation	Booking confirmation emails sent to attendees when a booking is created
Cancellation	Emails sent to attendees when a booking is cancelled
Rescheduled	Emails sent to attendees when a booking is rescheduled
Request	Emails sent to attendees when a booking requires approval
Host reassignment	Emails sent to attendees when a booking is reassigned to a different host
Awaiting payment	Emails sent to attendees when payment is required for a booking
Reschedule request	Emails sent to attendees when the organizer requests a reschedule
Location change	Emails sent to attendees when the meeting location changes
Guest added	Emails sent to attendees when they are added to an existing booking
Cal Video recording	Recording download emails sent to attendees after a Cal Video meeting ends

These settings only affect emails sent to attendees. Organizers always receive their booking notifications regardless of these settings.

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How to configure

1. Go to organization settings

   Navigate to Settings → Organization → Guest notifications.

2. Toggle individual email types

   Use the checkboxes next to each email type to enable or disable it. Disabling an email type triggers a confirmation prompt before saving.

3. Or disable all guest emails at once

   Use the Disable all booking emails to guests toggle at the top to turn off all notification types at once. You can re-enable individual types afterward if needed.

Changes take effect immediately for all future bookings in your organization.

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When to use this

These settings are useful when your organization:

• Has privacy or compliance requirements that restrict sharing certain booking details with external attendees
• Wants to limit the distribution of meeting recordings or transcriptions
• Manages attendee communications through a separate system (such as a CRM or marketing platform)
• Prefers to share booking details manually through a controlled process

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Prerequisites

• You must have an organization plan
• You must be an organization admin or owner
• For Cal Video recording emails, video recording must be enabled on your plan
• To control recording and transcription behavior at the event-type level, see Cal Video advanced settings

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Frequently asked questions

Do these settings affect the organizer's emails?

No. Organizers always receive their booking notifications, even when guest notifications are disabled.

Do changes apply to existing bookings?

Changes take effect for all future bookings. Emails for bookings that already happened are not affected.

Can I disable notifications for specific event types instead of the whole organization?

These settings apply organization-wide. To control recording and transcription behavior at the event-type level, use the Cal Video advanced settings on each event type.

What happens if I disable all emails and then re-enable one?

You can re-enable individual email types at any time. Only the types you have enabled will be sent to attendees.