Appointment Cancellation by Staff

This email template is sent out to a client when a staff member logs into TimeTap's back office and cancels one of their appointments and selects to send the client an email about the cancellation.

The default criteria that TimeTap provides for this template is:

To: %CLIENT_EMAILADDRESS%

Subject Line: [Appointment Cancellation] %STAFF_FULLNAME% ON %APPT_DATE_TIME%

Email Body:

Your appointment has been cancelled.

Hey %CLIENT_FIRSTNAME%,

Your %REASON% appointment with %STAFF_FULLNAME% scheduled for %APPT_DATE_TIME% has been cancelled.

%CANCEL_NOTE%

Thank you for your understanding,

%BUSINESS_NAME%

Appointment ID: %APPT_ID%

The tags used in this template are:

Tag	Definition
%CLIENT_EMAILADDRESS%	The email address of the client that is stored in the email field on the client's profile
%STAFF_FULLNAME%	The full name of the staff member that was assigned to the appointment
%APPT_DATE_TIME%	The date and time of the appointment in the client's timezone
%CLIENT_FIRSTNAME%	The first name of the client as stored in the first name field on the client's profile
%REASON%	The name of the service/class/course that the clients appointment was cancelled for
%CANCEL_NOTE%	The note that the staff member entered when cancelling the appointment in the cancellation note box
%BUSINESS_NAME%	The name of the business as stored on your account's account settings page
%APPT_ID%	The unique id of the appointment (this can be used to look up the appointment when you are logged into TimeTap's back office)

To learn more about tags and how to use/create them, please visit our documentation on tags.

In editing this template, here are some general things to consider:

The situation: This template is generated when the staff is cancelling the appointment, not when the client is cancelling their own appointment. Thus, your client may or may not know that this cancellation is coming. If you are cancelling appointments in bulk through the appointment list views, then you won't be able to individually edit each of the emails before they are sent to the client whose appointment is getting cancelled. Having the %CANCEL_NOTE% field in there helps in these situations if you want to enter a note to apply for bulk cancellations.
Options for rescheduling: You may want to send a link to reschedule in your cancellation email. You could say something like "If you need to make another appointment, you can access the scheduler here: %MINI_WEBSITE_URL%.". The %MINI_WEBSITE_URL% tag will fill in with your mini website address. Alternatively, you could use either %STAFF_PRIVATE_URL%, %LOCATION_PRIVATE_URL%, or %REASON_PRIVATE_URL% to fill in the private booking url for the staff, location, or reason that got cancelled.
Template elements: As with all the appointment templates sent from you account, this email will have the email header and the staff signature in the footer. We recommend putting standard contact information in the staff signature section and to customize your header under your messaging settings to be what you'd like for all of your emails (helps to keep them cohesive).