As appointments are cancelled, a specific email stating that the appointment is cancelled can be sent to the staff or client about the cancellation. A different email is sent if you, the staff person, mark appointments as cancelled than if your clients cancel their own appointments. In this documentation we will go through the default template for both:

The appointment cancellation email sent to the client when he/she cancels his/her own appointment
The appointment cancellation email sent to client when the staff person cancels the client's appointment
The appointment cancellation email sent to the client when his/her repeating appointments are cancelled

Appointment cancellation emails also send to staff when this happens. That email is discussed under a separate piece of documentation, however, found here.

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.

Appointment Cancellation by Client Email

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This email is sent out to the client when the client cancels his/her own appointment by either logging into the scheduler or clicking on the cancellation link in the appointment confirmation email. It is sent immediately after cancelling the appointment which is allowed so long as clients access the appointment details page within the allowed cancellation/reschedule hours. A sample of how the email will read is printed below:

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

Email Body: Business Name

Your appointment has been cancelled.

Hey Client First Name,

This is to confirm your recent cancellation of your Service Name appointment with Staff Name that was scheduled for Date Time Client Timezone.

Cancellation Reason (entered by client when cancelling the appointment)

Hope you are able to schedule with Business Name again soon.

Staff Signature Section

A sample of this email template can be viewed in the screenshot below:

Appointment Cancellation by Staff sent to Client Email

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This cancellation email is sent to the client if when the staff person cancels the client's appointment using the back office of TimeTap and checks off that they want to send the client a cancellation email. The text for this email is reprinted below:

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

Email Body: Business Name

Your appointment has been cancelled.

Hey Client First Name,

Your Service Name appointment with Staff Name scheduled for Date Time Client Timezone has been cancelled.

Cancellation Note (entered by staff upon cancelling appointment)

Thank you for your understanding,
Business Name

You can contact us at:
Staff Signature Section

A sample of this email template can be viewed in the screenshot below:

The appointment cancellation email sent to the client when his/her repeating appointments are cancelled

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This cancellation email is sent to the client if when the staff or client cancels the client's repeating appointments using the scheduler or back office of TimeTap and checks off that they want to send the client a cancellation email. The text for this email is reprinted below:

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

Email Body: Business Name

Your appointments have been cancelled.

Hey Client's First Name,

Your appointments for Name of Service with Staff's Full Name at Location Name starting First Day Appointment is taking place and going through Last Day Appointment is taking place repeating every Frequency of Appointments on Days of the week appointments were supposed to take place at Appointment Start Time have been cancelled

Cancellation Note (entered by staff upon cancelling appointment)

Thanks,

Business Name

A sample of this email template can be viewed in the screenshot below:

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