This email template will only send out if your business requires payments upon booking. You can check this setting under Payments > Payment Settings. If you don't require payment upon booking, then there is no chance for an appointment to get cancelled due to non payment because it's not required that they pay in the first place. If you're a business that doesn't even mess with Payments in TimeTap, then you can ignore this template all together.

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 due to non-payment.

Dear %CLIENT_FULLNAME%,

Payment was required upon booking to reserve your appointment with %STAFF_FULLNAME% for %REASON% on %APPT_DATE_TIME%. Your time slot was put on hold for 30 minutes awaiting payment. Since payment has not been received at this time, your appointment has been cancelled.

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 (can also be %PROFESSIONAL_FULLNAME%)
%APPT_DATE_TIME%	The date and time of the appointment in the client's timezone
%CLIENT_FULLNAME%	The first and last name of the client as stored in the first and last name field on the client's profile (could change to %CLIENT_FIRSTNAME% %CLIENT_LASTNAME%)
%REASON%	The name of the service/class/course that the clients appointment was cancelled for
%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 with the client has attempted to make an appointment through your scheduler and has been prompted to submit payment but hasn't gone through and entered in their credit card info. Depending on what warning you give the client on the welcome screen or in the final page, the client may or may not have been aware that they needed to submit payment. It may be a good idea to provide them with options here like "Did you want to make an appointment but don't like submitting payment online? Call our office and we'll schedule it for you." or something like that.
Options for rescheduling: You may want to send a link to reschedule in the cancellation email. You could say something like "If you just couldn't get to your wallet in time, you can access our scheduler here to make another appointment: %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 your 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).
The last thing they see: After clients enter their name and information on the client information panel of the scheduling flow, they click "Save" and are taken to the confirmation screen. If you have payments required turned on then the last message they see before submitting payment is whatever you have plugged into your Payments > Payment Settings "Confirmation Title" and "Confirmation Message" fields. You can always try playing around with those as well to give clients a greater sense of what to expect with paying and how much time they have.

Browser not supported