Appointment Cancellation - To Staff

This email template sends to a staff member when a client cancels through the web scheduler or when a staff member cancels one of their appointments from their backoffice login. If the staff decided to cancel the appointment through the backoffice, the option "Send Staff an email about the cancelled appointment" must be checked in order to receive this template

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:

Your appointment has been cancelled.

Dear %STAFF_FIRSTNAME%,

Your appointment with %CLIENT_FULLNAME% for %REASON% on %APPT_DATE_TIME% at %LOCATION_NAME% has been cancelled.

%CANCEL_NOTE%

To view more information about this appointment, you can login to TimeTap at this link:

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
%STAFF_FULLNAME%	The full name of the staff member that was assigned to the appointment (can also be %PROFESSIONAL_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%)
%LOCATION_NAME%	The name of the location for where the appointment is set to take place
%CANCEL_NOTE%	The note that the staff member or the client entered when cancelling the appointment in the cancellation note box
%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 staff (only if the option "Send Staff an email about the cancelled appointment" is selected) or a client is cancelling the appointment. 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 staff 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.