SETTING UP YOUR APPOINTMENT REMINDER EMAIL TEMPLATE
A generic appointment reminder email is set by default. To customize your appointment emails:
1. Go to Company Settings >Appointments >Appointment reminders.
2. "Appointment type" - There are separate templates for Upcoming appointments (appointments with a time slot) and Stop-by appointments (appointments without time slot).
3. Edit the message in the body template. You can use other variables in your body template. Accepted template variables:
%RecipientFirstName% - the first name of the person receiving the email
%RecipientLastName% - the last name of the person receiving the email
%CustomerName% - name of the customer
%CompanyName% - name of your company
%StartDate% - starting date of the appointment (e.g. Tuesday, March 18, 2014)
%EndDate% - ending date of the appointment (e.g. Tuesday, March 18, 2014)
%StartTime% - starting time of the appointment (e.g. 2:17 pm)
%EndTime% - ending time of the appointment (e.g. 2:17 pm)
%TimeZone% - your Company's timezone
%Brands% - brands (as a list)
%Location% - location of the appointment
%CustomerAttendees% - Customer attendees (as a list)
%CompanyAttendees% - Company attendees (as a list)
%Notes% - appointment notes. (Tip: If you would like the notes section to be visible to your customer, then include the notes variable in your email template. If you would like to keep them as internal notes, then do not include this variable in your email template.)
%Season% - appointment season
%SeasonYear% - year for the appointment season
%CompanyPhone% - contact phone of your company
4. Save Changes
5. Edit the other appointment type if necessary.
MANUALLY SENDING APPOINTMENT CONFIRMATION AND REMINDERS
After creating the appointment, select the SEND REMINDER button by the buyer’s name to send an appointment confirmation to the buyer. If you had multiple buyers, you will see a button for each one.
If you want to send an initial confirmation to everyone (buyer and reps), you can use the RESEND REMINDER button (this option is available even if you've never send a reminder before).
(Note: The sales reps will get an email addressed to the company's name in lieu of "%RecipientFirstName%" or "%RecipientLastName%".)
UNDERSTANDING APPOINTMENT REMINDER EMAIL SENDING TIMES
In order for the system to send an email reminder, the time between the scheduled appointment date and the appointment created/saved date has to be greater than the notification time requested in "Days before the appointment".
Examples:
Appointment Type: Upcoming appointments
Appointment Date: Saturday March 6, 2021 9:00am - 9:30am
Appointment Created/Saved: Friday March 5, 2021 11:00am with 1 day advance notification
Result: No email reminder will be sent as there is less than 24 hours between the scheduled appointment date and the appointment created/saved date. You can manually send an appointment reminder.
Appointment Type: Upcoming appointments
Appointment Date: Saturday, March 6, 2021 at 06:00pm - 07:00pm
Appointment Created/Saved: Friday March 5, 2021 11:00am with 1 day advance notification
Result: The email reminder will be sent on Friday 6:04pm as there is more than 24 hours between the scheduled appointment date and the appointment created/saved date.
Appointment Type: Stop By Appointment
Appointment Date: Saturday March 6, 2021
Appointment Created/Saved: Friday March 5, 2021 11:00am with 1 day advance notification
Result: No email reminder will be sent as there is less than 24 hours between the scheduled appointment date and the appointment created/saved date. The system counts 9:00am as the start of the day. You can manually send an appointment reminder.
Appointment Type: Stop By Appointment
Appointment Date: Monday, March 8, 2021
Appointment Created/Saved: Friday March 5, 2021 11:00am with 2 days advance notification
Result: The email reminder will be sent on Saturday 9:04am as there is more than 48 hours between the scheduled appointment date and the appointment created/saved date.