New Appointment Confirmation Emails

Owned by Lucy Barber (Unlicensed)
Last updated: Oct 12, 2016 by Elvis Merino (Unlicensed)
4 min read
There are three different possible new appointment confirmation emails that clients may receive. Which email they get depends on what type of appointment(s) they have (a one time or a recurring) and who set up the appointments (the client him/herself or the staff person). The three possible appointment emails are:

We will discuss all three of these email types on this page of our documentation. Click on their respective links in the list above to jump to their specific section

Please note: If you are a TimeTap Professional or TimeTap Business user, you can customize the templates that are sent out to your clients under the Settings menu. We have more information on how to customize your email templates under the settings menu of our documentation site.



New Appointment Email when Client Books

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This is the email that is sent to your clients when they book an appointment themselves through your scheduler. The email is sent immediately after they save their information on the Your Information page. The body of the email reads:






Subject Line: (Appointment) Staff Name on Appointment Date Time Client Timezone

Email Body: Business Name

Your appointment has been scheduled!

Hey Dustin,

This email confirms your Service Name appointment on Appointment Date Time Client Timezone with Staff Name at Location Name. If you have questions before your appointment, use the contact details below to get in touch with us.

To cancel or reschedule your appointment before the scheduled time, please click: Manage Appointment URL

Thanks for booking with Business Name!

Location Name Address:
Address Line 1,
Address Line 2
Location City, Location State, Location Zip
Location Directions

You can contact us at:
Staff Signature Section






A sample of the email can be seen in the screenshot pasted below:



New Appointment Email when Staff books a Client

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This is the email that is sent out when a staff person creates an appointment in the back office and elects to send an email to client. You'll see that any comments entered into the comments box on the add new appointment screen get copied into the new appointment note box on the save screen and vice versa. The email template for when an appointment is created this way can be read below:






Subject Line: (Appointment) Staff Name on Appointment Date Time Client Timezone

Email Body: Business Name

Your appointment has been scheduled!

Hey Client First Name,

One of our staff members has confirmed you for a Service Name appointment on Appointment Date Time Client Timezone with Staff Name at Location Name. If you have questions before your appointment, use the contact details below to get in touch with us.

New Appointment Note (entered by staff as comment or in new appointment note section on saving appointment)

To cancel or reschedule your appointment before the scheduled time, please click: Manage Appointment URL

Thanks for scheduling with Business Name!

Location Name Address:
Location Address Line 1
Location Address Line 2
Location City, State Zip
Location Directions 

Staff Signature section






A sample of the email can be seen in the screenshot pasted below:



New Repeating Appointments Email

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This email is sent out to your client when you set up a repeating appointment for him/her from TimeTap's Back Office. Instead of sending an individual email for each appointment in the series, TimeTap sends one email that contains the frequency of the appointments, and the days of the week the appointments are taking place. The subject line and body of the email template are reprinted below:






Subject Line: (Appointments) Your appointments for Service Name

Email Body: Business Name

Your appointments have been scheduled!

Hey Client First Name,

This email confirms your appointments for Service Name with Staff Name at Location Name starting on Start Date through End Date every Frequency on Days of the week at Appointment Start Time. 

New Appointment Note (entered by staff as comment or in new appointment note section on saving appointment)

You will get an individual reminder email before each scheduled appointment. If you have questions before your appointment, us the contact details below to get in touch with us.

Thanks for scheduling with Business Name!

Location Name Address:
Location Address Line 1
Location Address Line 2
Location City, State Zip
Location Directions 

Staff Signature section






A sample of the email can be seen in the screenshot pasted below: