New Appointment by Staff

This email template is sent out to a client when a new appointment is made for them by a staff member logged into the backoffice. Your clients can also login to your scheduler, view the details about the appointment for the course they registered for.

The default criteria that TimeTap provides for this template is:

To: %CLIENT_EMAILADDRESS%

Subject Line: [Appointment] %STAFF_FULLNAME% ON %APPT_DATE_TIME%

Email Body:

Your appointment has been scheduled!

Hey %CLIENT_FIRSTNAME%,

You are confirmed for a %REASON% appointment on %APPT_DATE_TIME% with %STAFF_FULLNAME% at %LOCATION_NAME%. If you have any questions before you appointment, use the contact details below to get in touch with us.

%APPOINTMENT_NOTE%

To cancel or reschedule your appointment before the scheduled time, please click: %MANAGE_APPT_URL%

Thanks for scheduling with %BUSINESS_NAME%!

%LOCATION_NAME% Address:

%LOCATION_ADDRESS%

%LOCATION_DIRECTIONS%

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
%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
%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
%APPOINTMENT_NOTE%	New appointment note entered when creating appointment
%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
%BUSINESS_NAME%	The name of the business as stored on your account's account settings page
%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 a new appointment is made for a client by a staff member logged into the backoffice. Keep in mind that this template is not the same that is emailed to the clients if they have booked recurring appointments. Having the %APPOINTMENT_NOTE% field in there helps in these situations if you want to enter a note about this specific appointment.
Options for rescheduling: This template contains the tag %MANAGE_APPT_URL% which allows your clients to cancel or reschedule their appointments, keep in mind that they they will only be able to do so as long as the time follows with the cancellation/rescheduling parameter set in Settings > Scheduler Rules & Logic.
Template elements: As with all the appointment templates sent from you 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).