Appointment Changed or Rescheduled
- Lucy Barber (Unlicensed)
Owned by Lucy Barber (Unlicensed)
Nov 29, 2016
3 min read
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This email sends out to the client whenever a staff member edits or reschedules an appointment from their back office login or when a client either:
- clicks 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 reschedule their appointment
- logs into your scheduler, views their existing appointments, and reschedules one of their open appointments
You can disable the ability for clients to reschedule their own appointments by editing the "Configuration" section found under Settings > Scheduler Rules & Logic. You can also turn off the ability to login from there (learn more about client login options here).
The default criteria that TimeTap provides for this template is:
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 |
| %LOCATION_NAME% | The name of the location for where the appointment is set to take place |
| %CHANGE_NOTE% | This fills in when the staff reschedules an appointment from the back office. It is the note they enter when confirming their changes. |
| %CHANGE_SUMMARY_CLIENT% | This is the summary of changes (i.e., if the time changed from 9:00am - 10:00am to 10:00am - 11:00am, then the change summary would be: 'The appointment start time has changed from 9:00am to 10:00am The appointment end time has changed from 10:00am to 11:00am' |
| %BUSINESS_NAME% | This is the name of your business as stored under your account settings |
| %MANAGE_APPT_URL% | This is url that you client can click on to go to a landing page to cancel or reschedule their appointment or just to view the appointment details |
| %LOCATION_ADDRESS% | This is the address that is stored in the location's profile under their address or description field (if the location is a virtual location) |
| %LOCATION_DIRECTIONS% | Directions stored in the location's profile (From Settings → Locations → Location Profile) |
| %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 an appointment is rescheduled by either the client or the staff. Typically the client will know that this email is coming because they've spoken with you about the rescheduling and you've confirmed that it will work for their schedule. All changes to appointments are stored on the audit trail tab of the appointment detail screen. The nice thing about have the %APPT_ID% on the email is that no matter what changes are made to the date and time, the appointment id will always stay the same so you can go back and check on that down the road.
- 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).