1. Ensure that you are at the organizational level.
  2. Select Admin > Organization > Organizations
  3. On the Manage Organization page, click the Email/Texts tab.
  4. Scroll down to the Employee section.
  5. Click Edit next to Appointment Completion.

    6. On the Edit page, configure the below templates:

  • Appointment Completion - Email
    - Select Turn this automated email on checkbox to activate the email template. - To send an email copy (Cc), click Add to include recipients by username,
      employee role, or email.  
      Note:
    For recipients added by role, all employees mapped to the role in the
      guest's base center receive the email notification.
    - Edit the Subject field and use the available macros (explained in the next
      section) if required.
    - Use the available macros to customize the content for plain text and HTML
      emails.
      Tip: Click Full Screen in the editor to edit the text in full-screen mode.
      Depending on the recipient's browser, the email is delivered as plain text (no
      formatting and images) or HTML text (includes images, links, and formatting).
    - Click Send Test Email to send a test email and to view how the test email
      appears to your guest.
      Note: In the test email, macros will appear as is and will not be expanded.
      For example, if you have used [FirstName] macro in the email text such as
      'Hi [FirstName]' then, test mail continues to show 'Hi [FirstName]' and does
      not show actual first name of the receiver.
  • Appointment Completion - Text Messages (SMS)
    - Select Turn this automated message on checkbox to activate the text
      message template.
    - Click Add to include recipients by their username, employee role, or phone
      number  
      Note: For recipients added by role, all employees mapped to the role in the
      guest's base center receive the message.
    - Use the available macros (explained in the next section) to customize text
      messages.  
      Important:
    Messages with more than 160 alphanumeric characters require two
      or more text (SMS) credits. Messages with one or more unicode characters
      (international/multilingual text characters) require one text credit for every 70
      characters.
    - Click Send Test Message to send a test notification and view how the test
      message appears to your guest.
      Note: In the test message, macros will appear as is and will not be
      expanded. For example, if you have used [FirstName] macro in the SMS text
      such as 'Hi [FirstName]' then, test mail continues to show 'Hi [FirstName]'
      and does not show actual first name of the receiver.

     7. Click Save.

Available Macros

A macro is a placeholder text that gets replaced with specific data when inserted into an automated email/text message. Use the below macros to customize emails/text messages to include information such as organization name, guest name, and service name. For example, the [CenterName] macro gets replaced with the actual center’s name.

  • [FirstName]: First name of the guest 
  • [LastName]: Last name of guest
  • [CenterName]: Name of the center where the guest has checked in 
  • [CenterPhone]: Phone number of the center where the guest has checked in 
  • [TreatmentList]: List of services booked in the appointment 
  • [ServiceTherapistList]: Names of the therapists who are scheduled to provide services within the appointment  
  • [ServiceTherapistTimeList]: The guest name, scheduled time for the appointment, and the service name 
  • [PreviousService]: The previous service name that is marked Complete in the Appointment Book
  • [NextService]: The upcoming service name for which the guest is available
  • [Duration]: Duration of the upcoming service in the appointment
  • [NextServiceStartTime]: Start date and time of the next service
  • [NextServiceEndTime]: End date and time of the next service

Note: There may be times when a service provider may fail to receive an intended email/text message. Learn more about it in troubleshooting tips.

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