Appointment Cancellation Due to Non-Payment - To Staff

This email template will only send out to the staff who has the appointment booked if your business requires payments upon booking. You can check this setting under Payments > Payment Settings. If you don't require payment upon booking, then there is no chance for an appointment to get cancelled due to non payment because it's not required that they pay in the first place. If you're a business that doesn't even mess with Payments in TimeTap, then you can ignore this template all together.

The default criteria that TimeTap provides for this template is:

To: %STAFF_EMAIL%

Subject Line: [Appointment Cancellation] %CLIENT_FULLNAME% ON %APPT_DATE_TIME%

Email Body:

Appointment cancellation due to non-payment.

Dear %PROFESSIONAL_FULLNAME%,

%CLIENT_FULLNAME% scheduled an appointment with you for %REASON% at %APPT_DATE_TIME% but did not fill in payment information. We put the reservation on a 90 minute hold to allow time for payment but at this time it still has not been received. This appointment has now been cancelled.

In order to make changes, please login to the following website: https://backoffice.timetap.com

Appointment ID: %APPT_ID%

The tags used in this template are:

Tag	Definition
%STAFF_EMAIL%	The email address of the client that is stored in the email field on the client's profile
%PROFESSIONAL_FULLNAME%	The full name of the staff member that was assigned to the appointment (can also be %STAFF_FULLNAME%)
%APPT_DATE_TIME%	The date and time of the appointment in the client's timezone
%CLIENT_FULLNAME%	The first and last name of the client as stored in the first and last name field on the client's profile (could change to %CLIENT_FIRSTNAME% %CLIENT_LASTNAME%)
%REASON%	The name of the service/class/course that the clients appointment was cancelled for
%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 the client has attempted to make an appointment through your scheduler and has been prompted to submit payment but hasn't gone through and entered in their credit card info. Depending on what warning you give the client on the welcome screen or in the final page, the client may or may not have been aware that they needed to submit payment. It may be a good idea to provide them with options here like "Did you want to make an appointment but don't like submitting payment online? Call our office and we'll schedule it for you." or something like that.
Avoid cancellation due to non-payment: After clients enter their name and information on the client information panel of the scheduling flow, they click "Save" and are taken to the confirmation screen. If you have payments required turned on then the last message they see before submitting payment is whatever you have plugged into your Payments > Payment Settings "Confirmation Title" and "Confirmation Message" fields. You can always try playing around with those as well to give clients a greater sense of what to expect with paying and how much time they have.