New Appointment by Client

This email sends to a client after the client makes a one time appointment through your web scheduler. 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:


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

Email Body:

Your appointment has been scheduled!

This is to confirm that your appointment with %PROFESSIONAL_FULLNAME% for %REASON% has been scheduled for %APPT_DATE_TIME%.
Our Address:-
To cancel or reschedule your appointment before the scheduled time, please click %APPT_CANCEL_URL%

The tags used in this template are:

%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
%PROFESSIONAL_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
%APPOINTMENT_CANCEL_URL%A link to a dedicated page where client can cancel their appointment
%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)

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 by your client through your web scheduler. Keep in mind that this template is not the same that is emailed to the clients if they have booked recurring appointments. Remember that you can create template based on the service selected by the client at the time the appointment is booked, this allows you to provide your clients with special instructions before they come in for their appointment.
  • Options for rescheduling: This template contains the tag %APPT_CANCEL_URL% which allows your clients to cancel their appointments, keep in mind that they they will only be able to do so as long as the time follows the cancellation/rescheduling parameters 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).