Appointment Reminder - To Staff

This email send out to the client a certain number of hours before the appointment start time to remind the client of the appointment. By default this email will contain any information the client entered in the custom fields assigned to the appointment. You can configure the number of hours before the appointment start time when you want TimeTap to send the email reminder by going to Messaging → Messaging Settings.

The default criteria that TimeTap provides for this template is:

To: %STAFF_EMAIL%

Subject Line: [Appointment Reminder] %CLIENT_FULLNAME% ON %APPT_DATE_TIME_STAFF%

Email Body:

Your appointment is coming up!

Hey %STAFF_FIRSTNAME%,

This is a friendly reminder of your appointment with %CLIENT_FULLNAME% for %REASON% on %APPT_DATE_TIME_STAFF% at %LOCATION_NAME%.

%CUSTOM_FIELDS%

%APPOINTMENT_NOTE%

You can contact the client at %CLIENT_EMAILADDRESS% Ph:%CLIENT_PHONE%

If you need to make changes to your 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_FIRSTNAME%	The full name of the staff member that was assigned to the appointment (can also be %PROFESSIONAL_FULLNAME% or %STAFF_FULLNAME%)
%APPT_DATE_TIME_STAFF%	The date and time of the appointment in the staff'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
%CUSTOM_FIELDS%	Appointment fields set up under Define Field Labels
%APPOINTMENT_NOTE%	New appointment note entered when creating appointment
%CLIENT_PHONE%	Client's phone number found in client's profile
%CLIENT_EMAILADDRESS%	Client's email address found in client's profile
%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 an appointment is coming up and the staff needs to be notified of it. The %CUSTOM_FIELDS% tag will populate all the information the client entered in the custom field(s) assigned to the appointment, if you would like to only provide information entered in specific custom fields to your staff, you can use the tag assigned to the field itself.