Appointment Cancellation by Client

Clients have two ways that they can cancel their own appointments:

They can click the link from one of the initial appointment notification emails (maybe the new appointment email or the appointment reminder email – from the %MANAGE_APPT_URL% tag) which takes them to a landing page where they can cancel their appointment
They can login to your scheduler, view their existing appointments, and cancel one of their open appointments

You can disable the ability for clients to cancel their own appointments by editing the "Configuration" section found under Settings > Scheduler Rules & Logic. You can also turn off the ability to login from here (learn more about client login options here).

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%,

This is to confirm your recent cancellation of your %REASON% appointment with %STAFF_FULLNAME% that was scheduled for %APPT_DATE_TIME%.

%CANCEL_NOTE%

Hope you are able to schedule with %BUSINESS_NAME% again soon.

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_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%	This is the cancellation note that they entered when they submitted their cancellation
%BUSINESS_NAME%	This is the name of your business as stored under your account settings
%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 takes the initiative to cancel their own appointment, not when the staff is cancelling the appointment for them. Thus, the client is aware that the appointment is getting cancelled and this email confirms that they did so successfully. Client's expect to receive confirmations of any activity they perform with your scheduler. It may not be giving them new information, but it helps them feel assured that the action they took was done successfully.
Options for rescheduling: You may want to send a link to reschedule in the cancellation email. You could say something like "If you'd like to make another appointment for a date that works better for your schedule, you can access our 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 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).