📝 Overview
Email Defaults in DaySmart Vet are the default message that will be sent from your DaySmart Vet account, for a certain email type. They can be managed by going into Settings > Configurations > View Email Defaults. Additionally, each email default can be customized, along with having specific emails send with certain appointment types.
Every email default listed has a default message that will be sent to your clients to help ensure that clear communication to your clients is possible from day one.
To view the content of the default emails, click the arrow
To view the content of the default emails, click the arrow
Appointment Accept:
Dear {OWNER_FIRST_NAME},
We’re happy to confirm your appointment for {PATIENT_NAME} on {APPOINTMENT_DATE} {APPOINTMENT_TIME} for {APPOINTMENT_TYPE} with {PROVIDER}. If you have any questions, please call us at {CLINIC_PHONE} or email us at {CLINIC_EMAIL}. We look forward to seeing you then.
Thank you,
{CLINIC_NAME}
Appointment Confirmation:
Dear {OWNER_FIRST_NAME},
We are looking forward to seeing you and {PATIENT_NAME} on {APPOINTMENT_DATE} at {APPOINTMENT_TIME}. If you need to reschedule your appointment, please call us at {CLINIC_PHONE} or email us at {CLINIC_EMAIL}.
Thank you,
{CLINIC_NAME}
Appointment Decline:
Dear {OWNER_FIRST_NAME},
Thank you for requesting an appointment for {PATIENT_NAME} at {APPOINTMENT_DATE} at {APPOINTMENT_TIME}. Unfortunately, we will not be able to accommodate your request. If you have any questions, we can be reached at {CLINIC_PHONE} or {CLINIC_EMAIL}.
Thank you,
{CLINIC_NAME}
Appointment Reminder:
Dear {OWNER_FIRST_NAME},
We are looking forward to seeing you and {PATIENT_NAME} on {APPOINTMENT_DATE} at {APPOINTMENT_TIME}. If you need to reschedule your appointment, please call us at {CLINIC_PHONE} or email us at {CLINIC_EMAIL}.
Thank you,
{CLINIC_NAME}
Appointment Reschedule
Dear {OWNER_FIRST_NAME},
Thank you for requesting an appointment for {PATIENT_NAME} with {PROVIDER} at {APPOINTMENT_DATE} at {APPOINTMENT_TIME}. Unfortunately, due to a conflict we will need to reschedule your appointment. Our next available appointment is on [new selected date] at [new selected time] with {PROVIDER}. We’ve tentatively reserved this time for you. Please let us know if this time will not work for you. We can be reached at {CLINIC_PHONE} or {CLINIC_EMAIL}. We look forward to seeing you then.
Thank you,
{CLINIC_NAME}
Boarding Confirmation:
Dear {OWNER_FIRST_NAME},
{PATIENT_NAME}'s boarding reservation is confirmed for {BOARDING_CHECK_IN_DATE} {BOARDING_CHECK_IN_TIME} through {BOARDING_CHECK_OUT_DATE} {BOARDING_CHECK_OUT_TIME}. Check in is at {BOARDING_CHECK_IN_TIME}.
If you need to reschedule this reservation, please call us at (Clinic Phone Number) or email us at (Clinic Email).
Thank you,
(Clinic Name)
Boarding Reminder:
Dear {OWNER_FIRST_NAME},
This is a reminder that {PATIENT_NAME} is scheduled to be boarded with us from {BOARDING_CHECK_IN_DATE} through {BOARDING_CHECK_OUT_DATE}. Check in is at {BOARDING_CHECK_IN_TIME} and check out is at {BOARDING_CHECK_OUT_TIME}.
If you need to reschedule this reservation, please call us at {CLINIC_PHONE} or email us at {CLINIC_EMAIL}.
Thank you,
{CLINIC_NAME}
Certificate:
Dear {RECIPIENT_FIRST_NAME},
Below is a link to {PATIENT_NAME}'s certificate. If you have any questions, please call us at {CLINIC_PHONE} or email us at {CLINIC_EMAIL}.
Thank you, {CLINIC_NAME}
Checkout Documents:
Dear {RECIPIENT_FIRST_NAME},
Below is a link to your documents from today's visit. You can view these documents by clicking on the link below. If you have any questions, please call us at {CLINIC_PHONE} or email us at {CLINIC_EMAIL}.
Thank you,
{CLINIC_NAME}
Deposit
Dear {RECIPIENT_FIRST_NAME},
Below is a link to your receipt, which shows payments you have made to date. You can view your receipt by clicking on the link below. If you have any questions, please call us at {CLINIC_PHONE} or email us at {CLINIC_EMAIL}.
Thank you,
{CLINIC_NAME}
Estimate:
Dear {RECIPIENT_FIRST_NAME},
Below is a link to your estimate. You can view your estimate by clicking on the link below. If you have any questions, please call us at {CLINIC_PHONE} or email us at {CLINIC_EMAIL}.
Thank you,
{CLINIC_NAME}
Invoice:
Dear {RECIPIENT_FIRST_NAME},
Below is a link to your invoice. You can view your invoice by clicking on the link below. If you have any questions, please call us at {CLINIC_PHONE} or email us at {CLINIC_EMAIL}.
Thank you,
{CLINIC_NAME}
Letter:
Dear {RECIPIENT_FIRST_NAME},
Below is a link to your letter. If you have any questions, please call us at {CLINIC_PHONE} or email us at {CLINIC_EMAIL}
Thank you,
{CLINIC_NAME}
Labs:
Dear {RECIPIENT_FIRST_NAME},
Below is a link to {PATIENT_NAME}'s lab result. If you have any questions, please call us at {CLINIC_PHONE} or email us at {CLINIC_EMAIL}.
Thank you,
{CLINIC_NAME}
Medical Note:
Dear {RECIPIENT_FIRST_NAME},
Below is a link to Name of Medical Note (Date) If you have any questions, please call us at {CLINIC_PHONE} or email us at {CLINIC_EMAIL}.
Thank you,
{CLINIC_NAME}
Medical Reminder:
Dear {OWNER_FIRST_NAME}
Our records show that your pet will be due one or more of the following items:
{PATIENT_REMINDERS}
If you need to schedule an appointment, please call us at {CLINIC_PHONE}.
Sincerely,
{CLINIC NAME}
Patient History:
Dear {RECIPIENT_FIRST_NAME}
Below is a link to {PATIENT_NAME}’s medical file. If you have any questions, please call us at {CLINIC PHONE} or email us at {CLINIC_EMAIL}
Thank you,
{CLINIC_NAME}
Pre-visit Confirmation:
{PATIENT_NAME}’s appointment is starting soon (it’s scheduled for {APPOINTMENT_TIME} on {APPOINTMENT_DATE}. Please take a few minutes to review some important information before your visit.
Receipt:
Dear {RECIPIENT_FIRST_NAME},
Below is a link to your receipt, which shows payments you have made to date. You can view your receipt by clicking on the link below. If you have any questions, please call us at {CLINIC_PHONE} or email us at {CLINIC_EMAIL}.
Thank you,
{CLINIC_NAME}
Return:
Dear {RECIPIENT_FIRST_NAME},
Below is a link to your (Return #). If you have any questions, please call us at {CLINIC_PHONE} or email us at {CLINIC_EMAIL}.
Thank you,
{CLINIC_NAME}
Statement:
Dear {RECIPIENT_FIRST_NAME},
Below is a link to your billing statement. If you have any questions, please call us at {CLINIC_PHONE} or email us at {CLINIC_EMAIL}.
Thank you,
{CLINIC_NAME}
🎥 Video Overview
📧 How to Customize Email Defaults
Each email default has a pre-set default attached to it (see list to view each email default). However, any email default can be customized by making a letter template, and attaching it to the specific default
Click the arrow to learn how to customize email defaults
Click the arrow to learn how to customize email defaults
You can create a custom email that can be sent to your clients if you wish to not use the premade default emails. In order to do that, you will first need to create a letter. Once that letter is made, you may follow the steps below to change the default for the type of communication you wish to edit.
Click on "Settings"
Click on "Configuration" and select "View Email Defaults"
Click on the edit icon next to the email you wish to change
Update the subject line
Select the desired letter template that will be used as the default message
Click the save icon
For more information about using letter templates, please click here.
You can sort email defaults by using the arrows next to the column.
🗓️ How to Change the Default for Specific Appointment Types
Any appointment type can have it's own specific email default, based off a letter template.
Click the arrow to learn how to set custom appointment type email
Click the arrow to learn how to set custom appointment type email
Click on "Settings"
Click on "Configuration" and select "View Appointment Types"
Click on the edit icon next to the appointment type you wish to change
Select the desired letter template for the confirmation and/or reminder that will be used as the default for this appointment type
Click "Save"
💡 If no defaults are selected for a particular appointment type, the default set for that type of communication will be used (i.e., the default set under configuration > view email defaults). If no default is selected for a communication type, the system default will be used.
💡 For more information about creating custom appointment types and custom SMS defaults (if SMS is enabled), please see click the button below.
❓ Frequently Asked Questions (FAQs)
Find answers to common questions or additional details that may not be covered in the main instructions
Click the arrow to view frequently asked questions
Click the arrow to view frequently asked questions
1. What are Email Defaults in DaySmart Vet?
Email Defaults are pre-written messages that are automatically sent from your DaySmart Vet account for specific communication types, such as appointment confirmations, reminders, invoices, boarding confirmations, and more. These defaults help ensure consistent and clear communication with clients from day one.
2. Where can I view and manage Email Defaults?
You can view and manage Email Defaults by navigating to Settings > Configuration > View Email Defaults. From there, you can review the system’s pre-made email content or edit individual defaults by clicking the edit icon next to the email type.
3. Can I customize the default emails sent to my clients?
Yes. Any Email Default can be customized by attaching a letter template. To do this, create a letter template first, then go to Settings > Configuration > View Email Defaults, edit the desired email type, update the subject line, select your custom letter template, and save your changes.
4. Can different appointment types have their own email confirmations and reminders?
Yes. Each appointment type can have its own specific email confirmation and/or reminder. Go to Settings > Configuration > View Appointment Types, edit the appointment type, select the desired letter templates, and save. If no appointment-specific default is set, DaySmart Vet will use the general Email Default or the system default.