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- A brief description of each of the message templates sent to clients
- A brief description of each of the message templates sent to staff
- Instructions on how to customize emails
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The emails that are sent out are separated based on whether they are sent to the client who booked with you or the staff who the appointment is assigned to. The emails to the client that you can edit include:
- Appointment Cancellation by Staff: this is the email that is sent to the client when a staff person logs into TimeTap's Back Office and cancels the appointment for the client
- Appointment Cancellation Due to Non-Payment: this email is sent to your client when payment has not been submitted 30 minutes after their appointment has been booked
- Appointment Cancellation by Client: this is the email that is sent to the client when he/she cancels an appointment either by logging into your scheduler or by clicking on the cancel/reschedule link from their appointment confirmation email
- Appointment Changed or Rescheduled: this is the email that gets sent to the client when either the client reschedules their appointment or when the staff person reschedules or edits the appointment while logged into the Back Office
- Appointment Completed: this is the email that gets sent to the client when the appointment is marked as completed (or if you have set up your account to auto mark appointments as completed and send out the email)
- Appointment Decline by Staff: this is email is sent to your clients when you or a member of your staff has received a request to book an appointment and decided to decline the request. Keep in mind that 'Require Staff Confirmation' must be checked in order to send out this email
- Appointment Triggers (COMING SOON): This email can be configured to send out a certain number of hours before/after the appointment start time to get feedback from the client about how it went or to save as an individual reminder
- Appointment Text Message Triggers (COMING SOON): This text message can be send out a certain number of hours before/after the appointment start time to get feedback from the client about how it went or to serve as an additional reminder.
- Appointment No Show: this is the email that's sent to the client when a staff person marks the client's appointment as a "No Show"
- Appointment Recall: Templates from this category can be configured within a recall campaign to send out via email to clients to prompt then to book a follow up appointment a certain period of time after their last appointment
- Appointment Recall Text Message: Templates from this category can be configured within a recall campaign to send out a via text message to clients to prompt them to book a follow up appointment a certain period of time after their last appointment.
- Appointment Reminder: this is the email that gets sent to the client a certain number of hours (that your business specifies) before the appointment start time to remind them of their appointment
- Appointment Reminder Text Message: If you turn on text message reminders for clients, you can tweak this template which is the reminder message that goes out to client a certain number of hours before their appointment start time
- Appointment Registration Cancellation due to non payment: This email sends out to the client if you require payments and they try to schedule into a course that has a price associated with it but don't submit payment within 90 minutes
- Course Registration Cancellation: This email sends to clients when their entire course registration gets cancelled
- New Appointment by Staff: this is the email that gets sent to the client when a staff person has logged into TimeTap's Back Office and added a new appointment for the client
- New Appointment by Client: this is the email that gets sent to the client immediately after they finish booking through your scheduler
- Appointment Requests Under Review: This email sends to the client after they request an appointment from the scheduler to let them know that their appointment requests are under review. This will only send to the client if the appointment type they are booking requires staff confirmation
- Nw Course Registration: This email sends to clients when they have registered for a course from the web scheduler or when a staff registers them for a course from the back office
- New Repeating Appointments: this is the email that gets sent to the client after you add a series of either weekly or monthly repeating appointments
- Invoice Pay Remaining Balance: if you have require payment before an appointment is completely booked or you have created an invoice, you can send this email from the invoice invoice detail screen to remind your customer to submit payment so their appointment is not cancelled due to non payment
- Repeating Appointment Cancellation Sent to Client: This email sends to a client when an existing repeating appointment series is cancelled by a staff member logged into the backoffice
- Repeating Appointment Change Sent to Client: This email sends to a client when an existing repeating appointment series is updated or edited by a staff member logged into the backoffice
- Waitlist New Appointment Time Available: If you have opened more available spots for a class or service and you would like to let your clients know this is the template you want to update
- Waitlist New Appointment Times Available Text Message: this is a text message that is sent to you client when more number of seats for a specific class or a service they want to book is available, keep in mind that this template only works in conjunction with the waitlist feature
- Added to Waitlist Confirmation: this email is sent to your client when they have been added to a waitlist for a class or service
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The emails to the staff that you can edit include:
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