All emails sent under Email Notifications for Booking Confirmations, Appointment Reminders and Thank you messages are included in your subscription price.

NOTE: All emails are sent centrally from no_reply@pocketpa.com so your clients will not be able to send any response.

If you want them to reply to you, mention this in the email message you are sending and provide an email address or number for them to reach you on.

  • To customise your Email Notifications to clients, go to your Client Notification Area under your User Profile

NEW: VERIFYING YOUR ACCOUNT

Due to recent malicious attempts from a small minority trying to misuse Pocket PA, we are now verifying all user accounts before any messages can be sent out. This additional step has enhanced the security of Pocket PA for all users.

Please click on the Green button to send a request for verification

- this will usually happen very quickly but within 24 hours at the latest.

  • To switch Email notifications to ON (ONCE YOUR ACCOUNT IS VERIFIED), click the ON/OFF switch at the very top.

NOTE: Until your account is verified for the first time, this button will remain greyed out and inactive

  • Email reminders are now activated to send ONLY once you have chosen which category of emails you want to go out.

    NOTE: ONLY clients who you have their email address recorded in their client details will get these email notifications.

  • There are three categories of email’s that can be sent to your clients:

    1. Booking Confirmation

    2. Appointment Reminder

    3. Thank you Message

  • Each category of message can be switched ON or OFF independently and each category of message can be customised and bespoke.

PROTIP 1: Its really handy to add a link in your Booking Confirmation emails if you want clients to fill in a consultation card before appointments as clients can click straight through to it from the email

PROTIP 2: You can also use your Thank you email messages to pop in a link asking your clients to add a review for your services e.g. Google Reviews are free to set up and collect - and this will then help others to find you more easily when they read your glowing reviews!


Booking Confirmation

If this category is switched ON, then this email will be sent out to your client AT THE TIME of adding the appointment to your calendar

  • Email subject is what will appear in the subject line in the email message which is sent about the booking for your client.

  • Email template is what text will be in their email message. You can use tags to include appointment details inside each messages.

PROTIP ON TAGS: these are clever ways that individual information is pulled into the email relating to an appointment or client. You set the TAG by copying from the list on the right and it will change automatically each time

Example: APPOINTMENT_DATE_T|IME e.g. Appointment date and time and Pocket PA will pull that information in each time correctly for the specific appointment it relates to

ALWAYS be sure to carefully copy the exact TAG to the Email template for it to work

Remember to ALWAYS SAVE CHANGES after any updates for your templates or switching between the ON/OFF settings for each category.


Appointment Reminder Emails

Set up as above for the Email subject and message

  • Email subject is what will appear in the subject line in email message which is sent reminding your client.

  • Email template is what text will be in email message. You can use tags to include appointment details inside messages.

  • Whilst confirmation messages are sent AT the time of booking, with appointment reminder messages, you can specify from the drop down how far in advance of the appointment you want the reminder to be sent.

  • Select your time BEFORE the start of your appointment in

    • Hours

    • Days

    • Weeks

Example: Set at 1 Day if you want your message to reach your client 24 hours before the time of their appointment.

PROTIP: Sending too far in advance e.g. 1 week, might mean they forget, but also sending too close to the appointment time e.g. 1 hour, might mean they don't have enough time to get to you. You will know what works best for your clients!

Remember to ALWAYS SAVE CHANGES after any updates for your templates or switching between the ON/OFF settings for each category.


Thank you message

Set up as above for the Email subject and message

  • Email subject is what will appear in the subject line in email message which is sent reminding your client.

  • Email template is what text will be in email message. You can use tags to include appointment details inside messages.

  • Whilst confirmation messages are sent AT the time of booking, with appointment reminder messages, you can specify from the drop down how far in advance of the appointment you want the reminder to be sent.

  • Select your time AFTER of your appointment ends in

    • Hours

    • Days

    • Weeks

Example: Set at 1 Day after if you want your message to reach your client 24 hours after their appointment finishes.

PROTIP 1: If a service you deliver might take a few days for them to feel its great effects, you may want to wait a bit longer to send the Thank you message to ensure they are feeling the benefits!

PROTIP 2: Thank you messages are also a great place to ask for a review to build up your reputation so why not pop in a link to where your clients can leave a review

e.g. Google reviews are simple to set up and will help you get found more easily and allow new clients to hear about your work.

Remember to ALWAYS SAVE CHANGES after any updates for your templates or switching between the ON/OFF settings for each category.

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