Repeating Appointment Cancellation Sent to Client

This email sends to a client when an existing repeating appointment series is cancelled by a staff member logged into the backoffce. This template is different than the one that is sent if only one appointment in the repeating series is cancelled by a staff member.

The default criteria that TimeTap provides for this template is:


Subject Line: [Appointment] Your appointments for %REASON%

Email Body:

Your appointments have been cancelled!


Your appointments for %REASON% with %STAFF_FULLNAME% at %LOCATION_NAME% starting %RECURRING_APPT_STARTDATE% and going through %RECURRING_APPT_ENDDATE% repeating every %FREQUENCY% on %DAYS_OF_THE_WEEK% at %APPT_START_TIME% have been cancelled.

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
%RECURRING_APPT_STARTDATE%The start date for the repeating appointment series
%RECURRING_APPT_ENDDATE%The end date for the repeating appointment series
%FREQUENCY%How often the appointment takes place (ie every "week", "2 weeks", "3 weeks", "month")
%DAYS_OF_THE_WEEK%Which days of the week the appointment is taking place on
%APPT_START_TIME%Appointment Start Time in 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
%CANCEL_NOTE%The note that the staff member entered when cancelling the appointment in the cancellation note box
%BUSINESS_NAME%The name of the business as stored on your account's account settings page

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 existing repeating appointment series is cancelled by a staff member logged into the backoffce. Thus, your client may or may not know that this cancellation is coming. If you are cancelling appointments in bulk through the appointment list views, then you won't be able to individually edit each of the emails before they are sent to the client whose appointment is getting cancelled. Having the %CANCEL_NOTE% field in there helps in these situations if you want to enter a note to apply for bulk cancellations..
  • Options for rescheduling: You may want to send a link to reschedule in your cancellation email. You could say something like "If you need to make another appointment, you can access the scheduler here: %MINI_WEBSITE_URL%.". The %MINI_WEBSITE_URL% tag will fill in with your mini website address. Alternatively, you could use either %STAFF_PRIVATE_URL%, %LOCATION_PRIVATE_URL%, or %REASON_PRIVATE_URL% to fill in the private booking url for the staff, location, or reason that got cancelled. 
  • 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).