Appointment Declined by Staff

If you require staff confirmation for appointments, then this email will send out to the client if their appointment has been declined by all staff to whom the appointment request was sent. You can decline an appointment request:

via email by clicking the link in the Appointment Requested by Client email sent to the staff, clicking this URL will take them to a landing page where they will have the option to accept or decline the appointment
manually from the back office, either from the appointment lists or by going to the appointment directly in the calendar view

You must enable to Appointments Require Staff Confirmation under Scheduler → Configuration in order to give your staff the option to accept or decline appointment requests.

The default criteria that TimeTap provides for this template is:

To: %CLIENT_EMAILADDRESS%

Subject Line: [Appointment Request Decline] %APPT_DATE_TIME%

Email Body:

Your request cannot be fulfilled.

Dear %CLIENT_FIRSTNAME%,

No staff is available to fulfill your appointment request at this time. You are welcome to choose another date and time.

%DECLINE_REASON%

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
%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
%DECLINE_REASON%	This fills in when the staff decided to decline the appointment request. It is the note they enter when the request is decline
%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 a staff member declines an appointment request made by the client trough your scheduler. This feature will allow clients to request appointment times from the times you and your staff have available. Before the appointments are officially confirmed and added to your schedule you (the staff person) will need to either accept or decline them.
Options for declining: This can be done via the email that is sent to the staff who received the appointments request or manually in the back office. A cancellation note will be required in order to decline the request.
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).