Appointment Templates Sent To Candidates

Owned by Lucy Barber (Unlicensed)
Last updated: Jul 26, 2017
4 min read

Every appointment that gets booked on TimeTap has a lifecycle to it. When a candidate initially books the appointment (or when the recruiter adds an appointment for the candidate) the appointment is set to "Open" status and an the appointment confirmation email gets sent to the candidate. Once the appointment is added to the schedule there are several other email templates that could potentially get sent out to them based on how that appointment is changed.

Below is a list of all the template categories that represents the appointment lifecycle for the IBM use case. You can see samples of any of these templates by click on the example link underneath them

  • New Appointment by Candidate - sends to the candidate immediately after they book on the scheduler.
    • Purpose: Provides confirmation to the candidate of their appointment
    • Triggered by: Candidate booking on scheduler
    • Example template
  • New Appointment by Recruiter - sends to the candidate immediately after the recruiter adds an appointment for him/her on the back office
    • Purpose: Provides confirmation to the candidate of their appointment
    • Triggered by: Recruiter booking an appointment for the candidate on the scheduler and selecting to send an email out to the candidate
    • Example template
  • Appointment Reminder email - sends to candidates 24 hours before the appointment start time.
    • Purpose: Reminds the candidate of the appointment and gives them options to confirm or decline the appointment (declining the appointment would lead to an appointment cancellation)
    • Triggered by: time before the appointment. TimeTap runs a continuous check to see whether or an appointment reminder email needs to be sent out based on the reminder hours set for the account (under Messaging > Messaging Settings). If an appointment is set for 12:00pm on a Wednesday, then at some point between 11:00am - 12:00pm on Tuesday TimeTap will recognize that that appointment is scheduled to receive its reminder email and will send it to them automatically.
    • Example template
  • The Appointment Changed email - sends to the candidate when a change has been made to their appointment (time/date change, recruiter change, etc.)
    • Purpose: to provide confirmation to the candidate of updates made to their appointment
    • Triggered by:
      • The candidate clicking the link in either the New Appointment email or Appointment Reminder email to reschedule
      • The recruiter making changes to the appointment and selecting to email the candidate about the changes
    • Example template
  • Appointment Cancellation by Recruiter - sends to candidate when recruiter cancels appointment
    • Purpose: to let the candidate know that the recruiter will not be able to make the appointment
    • Triggered by: Recruiter cancelling the appointment and selecting to send the candidate an email about the cancellation
    • Example template
  • Appointment Cancellation by Candidate - sends to candidate when candidate cancels appointment on scheduler
    • Purpose: to give candidate confirmation that they cancelled successfully
    • Triggered by: Candidate cancelling from link sent on new appointment emails or reminder email
    • Example template
  • Appointment Completed - sends to candidate when recruiter marks appointment as completed
    • Purpose: to recap the appointment and serve as a follow up to the candidate
    • Triggered by: Recruiter marking appointment as completed and selecting to email the candidate the completed email
    • Example template
  • Appointment No Show - sends to candidate when recruiter marks appointment as no show
    • Purpose: to let the candidate know they missed their appointment; can provide option to reschedule
    • Triggered by: Recruiter marking appointment as no show and selecting to email the candidate the no show email
    • Example template



Editing Appointment Templates to Candidates:

To edit any of the templates that are sent out to candidates, go to Messaging > Appointment Templates > To Candidates

There you will see all the template categories listed above. You can see the templates that are within any of these categories by clicking the "View" button next to them:

Once you're looking at the templates in that category, go ahead and click "View" next to the template you want to edit:

That will take you to that template's profile. Click on the "Edit" button next to the "Template" section to edit that templates email subject line or body:

Once you're done making any changes to the template, just click the "Save" button in the top right and your changes will be committed.