This article will show you how to send automatic appointment reminders to clients via email.
This article covers how to set up the automatic appointment reminder Email. If you want to set up the automatic appointment reminder SMS, check out this guide.
In this Article
Customizing the Reminder Template
To start, go to Manager > Client Notifications > Appointment Reminder.
Click Email Editor to view and edit your Appointment Reminder message.
You can use the toolbar at the top of the screen to further customize your Appointment Reminder template.
Use the Personalise menu to add personalization to your template.
The Branch Logo is pulled from your Welcome Email. Click here for more information on how that works.
It is not possible to add images other than your branch logo.
Note: The following macros will not work in the subject line: <<Salon Address>>, <<Appointment Details>>
Including the Appointment Details in the Message
You can use the Appointment Details personalise option to include the list of services in the booking, along with the time each service is booked.
Appointments with Multiple Staff Members
When using the
<<Staff First Name>> macro
in your template, if multiple staff are part of an appointment,
the Staff name displayed will be:
1. The client’s Preferred Staff, if part of the booking.
2. The staff of the haircut, if any haircut services were included.
3. The staff that performed the longest-duration service in the booking, if none of the above match.
Including Appointment Links (Details, Rebook, Confirm, Reschedule)
You can include appointment links in your Reminder message that allow clients to view their appointment details, rebook their next appointment, confirm their appointment, or reschedule to another time.
Appointment Details Link
This link directs clients to the My Appointment History page on your online booking site, where they can view details of their upcoming appointment(s).
The link includes a token that automatically signs clients into their online booking profile, allowing them to be immediately directed to their appointment details without needing to sign in first.
If the client hasn't created an online booking account yet, they will be directed to your main online booking home page.
Rebooking Link
The rebooking link will bring clients to your service menu on your online booking page, prompting them to book their next appointment.
Confirm Appointment Link
The confirm appointment link will immediately confirm the client's appointment and direct them to an Appointment Confirmed screen.
Clients can confirm an appointment even if they have not yet created an online booking account.
Confirmed appointments will display a green checkmark icon on your Appointments screen.
You will also receive an email notification each time a client confirms their appointment.
When checking the audit trail for a confirmed appointment, you'll know if a client confirmed themselves, as the Staff will be shown as Online Bookings. In-house confirmations will display the name of the staff member who confirmed the appointment.
Reschedule Appointment Link
Clicking the reschedule appointment link will bring clients to a page where they can choose a new date and time for their appointment.
Clients can reschedule their appointment even if they have not yet created an online booking account.
If a client clicks this link during your cancellation period, they will not be able to reschedule and will instead see a message prompting them to contact you to change the booking.
Previewing & Enabling the Reminder Email
Click the Preview button to see what your Appointment Reminder message will look like on both a computer and a mobile device.
When using the First Name personalization, the name Mary is auto-populated on the preview. The client's actual first name will be populated in the actual message.
Once you are happy with your Appointment Reminder message, click Settings to enable the message and choose when to send it, then click Save changes to finish.
Appointment Reminders Content Disclaimer
It is important that your Reminder email/SMS does not contain any marketing/promotional content. For more information on transactional vs. marketing messages, click here.