Trova automatically sends clients appointment confirmation and reminder emails with important information about their appointments.
Basic subscribers receive Trova's standard email notifications. Email customization is available to Professional subscribers only.
Professional subscribers can customize the additional messaging included in these emails, attach files, include clickable links and contact information, and manage whether clients can reschedule or cancel from the email.
What is included in Trova's standard emails?
When an appointment is booked, the client receives an Appointment Confirmation email.
The email automatically includes the client's appointment details, such as:
Client's first name
Service name
Appointment date and time
Address for an in-person appointment, or
Meeting link for a virtual appointment when the provider has connected a supported third-party video conferencing service
Clients also receive Appointment Reminder emails before their scheduled appointment. These emails include the relevant appointment details along with messaging reminding the client about their upcoming appointment.
Basic subscribers use these standard email notifications and cannot customize the messaging.
Email customization for Professional subscribers
Professional subscribers can customize email communications separately for each service.
To access the email settings:
Go to Services.
Locate the service you want to update.
Click the three dots (⋯) next to the service.
Select Edit Service.
Go to the Notifications tab.
From the Notifications tab, you can switch between Appointment Confirmation and Appointment Reminders to customize the messaging for each type of email.
Customize your email messaging
The standard appointment information is automatically included in the email. Professional subscribers can add their own messaging to provide clients with additional information about the service or appointment.
For example, you may want to include:
Instructions for preparing for the appointment
Information about what to expect
Forms that should be completed before the appointment
Additional service or appointment instructions
Your name or signature
Your contact information
Links to forms, resources, or other external information
Any links you add to your customized message are clickable within the email.
Attach files
Professional subscribers can use Attach Files to include documents with client emails.
For example, you may attach:
Forms for the client to complete
Appointment instructions
Informational documents
Other files the client may need before or after their appointment
Important information about attachments
Trova allows you to send files as email attachments, but it does not currently provide document completion or storage functionality.
This means:
Trova does not provide electronic signatures (eSignatures) for attached documents.
Clients cannot complete or sign an attached document directly within Trova.
Clients cannot upload or return completed documents through Trova.
Trova does not provide a document library for storing forms, assessments, readings, or other documents for later use.
If you need a client to complete and return an attached form, include instructions explaining how and where they should return it to you.
Include your contact information
Trova's system-generated appointment emails are sent from a no-reply email address, and replies to that address are not monitored.
If you ask a client to contact you or return a completed form, include the appropriate contact information directly in your customized message.
For example, you can provide your email address and instruct the client to send the completed document there.
Manage rescheduling and cancellations
Professional subscribers can choose whether clients can reschedule or cancel their appointment directly from the email.
Use the toggle in the Notifications tab to enable or disable these options.
Rescheduling and cancellation are enabled or disabled together.
Save your changes
Once you have finished customizing the email settings for the service, click Save.
Email customization is managed separately for each service, so you can provide different instructions, attachments, or information depending on the service the client books.
Need additional help?
Visit the Trova Help Center for additional FAQs and step-by-step guides.
You can also use the chatbot directly within the Trova platform for quick assistance.
If you still need help, contact our support team at support@trova.health.