Send files automatically after an appointment

Bookinda can attach a file (a treatment plan, aftercare PDF, before/after photos, an invoice scan) to a single appointment and email it to the client either right when you mark the appointment Completed, or X hours later. You can attach as many files as you want per appointment, each with its own timing and message.

When to use this

• Aftercare instructions for treatments where the client should not wash, sweat, expose to sun for X hours.
• Before/after photos taken on phone, sent the same evening.
• Treatment plan PDFs that you want to land in the client's inbox right when they leave.
• Invoice scans or third-party documents tied to a single visit.
• Lab results / dermatology reports that arrive after the visit and need a delayed send.

How to upload a file

1. Open the appointment in the calendar slide-over.
2. Click the three-dot menu (⋮) next to the Pay button.
3. Choose Upload file.
4. Drop a file into the modal, or click the dotted area to browse.
   • Maximum 25 MB per file.
   • Allowed: PDF, JPG/PNG/WebP/HEIC images, DOC/DOCX, XLS/XLSX, PPT/PPTX, TXT, CSV, RTF, ODT/ODS.
5. Choose when to send:
   • Right when appointment is completed — fires within ~5 minutes of you tapping Completed.
   • X hours after appointment is completed — give a number between 1 and 720 (1 month max).
6. Optionally add a custom message. It is appended to the default branded body, so you do not have to retype the greeting.
7. Click Save. The file uploads and shows up in the Attachments section of the slide-over.

You can repeat steps 1–7 to add a second, third, fourth file. Each one has its own timing and message.

What the client sees

The email arrives from your salon's address (or Bookinda no-reply if you don't have a custom sender). It uses the Bookinda template with your salon name in the header, a friendly opening, and a card that shows the file name. The actual file is attached to the email — they download it the way they would any normal attachment.

If you wrote a custom message, it appears in its own block above the file card, formatted nicely.

Attachment status badges

Inside the appointment slide-over each file shows one of:

• Pending — uploaded but the appointment is not Completed yet. Once you tap Completed, it switches to Scheduled.
• Scheduled — waiting for the cron tick (every 5 minutes). The slide-over shows the exact send time.
• Sent — gone. Shows the timestamp.
• Failed — sending crashed (bad email, file missing, SES limit). Shows the error. Use Send now to retry.
• Cancelled — appointment was cancelled or marked No-show; the file is no longer scheduled.

Editing or removing a file

• Delete: trash icon on the row. Only works for files that have not been Sent.
• Send now: appears for failed sends. Schedules immediate delivery on the next cron tick.

How the timing works

• Right when completed: when you mark the appointment Completed, the file gets queued. The cron runs every 5 minutes, so most clients receive the email within 5 minutes of completion.
• X hours after completed: completion sets the send time as "now + X hours". Until then the badge says Scheduled with the exact target time.
• The send is fully automatic — you don't need to do anything after upload.
• If the appointment is cancelled or marked No-show, all pending and scheduled files are auto-cancelled.
• Already sent files are kept and shown for the audit trail.

Limits and notes

• 25 MB per file. Larger files: split or share via a download link in the message.
• The client must have an email address on file or the upload will fail.
• Files are stored on Bookinda's servers and are only visible inside this specific appointment.