Appointment Reminder
This email send out to the client a certain number of hours before the appointment start time to remind the client of the appointment, with this reminder the client will have the option to:
- confirm the appointment
- decline, meaning they can cancel or reschedule the appointment
You can configure the number of hours before the appointment start time when you want TimeTap to send the email reminder.
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 |
| %REASON% | The name of the service/class/course that the clients appointment was cancelled for |
| %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 |
| %STAFF_FULLNAME% | The full name of the staff member that was assigned to the appointment (can also be %PROFESSIONAL_FULLNAME%) |
| %LOCATION_NAME% | The name of the location for where the appointment is set to take place |
| %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 automatically and sent to the client a certain number of hours before the appointment start time to remind the client of the appointment. You can use the %REASON_INSTRUCTIONS% and %REASON_INSTRUCTIONS2% tags to add information within the email about the reason in this appointment. If at the time your that the client received the email reminder they client the decline button they will have the option to reschedule or cancel their appointment, these options will follow the cancellation/rescheduling policy you determined in Scheduler Rules & Logic, meaning that if you require a 24 hour notice for cancellation and the client clicks the Decline button within the reminder 10 hours before the appointment they will not have the option to cancel or reschedule their appointment.
- 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).