To configure and customize the email or text messages (SMS) template:

  1. Ensure that you are at the organizational level.

  2. On the main menu, click the Admin tab to open the Admin dashboard.

  3. On Admin dashboard, click Organization > Organizations.
    The Manage Organization page opens.

  4. Click the Email/Texts tab.

  5. Scroll down to the Employee section.

  6. Click Edit next to Appointment Check-in.

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

  • Appointment Check-In 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 Check-In - 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.

8. 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 

  • [Duration]: Duration of the service in the appointment

  • [StartTime]: Service start date and time

  • [EndTime]: Service end date and time 

  • [GuestDataLink]: Link to the guest data form that your guests can use to specify their personal information.

  • [ServiceCustomDataLinks]: Link to the custom data form that your guests can use to specify any information essential for services that require careful administration. This data can be a prerequisite for a service. For instance, to effectively administer a hair spa service, you can create custom fields to record the guest name, age, hair density, scalp type, hair texture, preferred oil, etc.

  • [ServiceDataLink]: Link to the service data form that your guests can use to specify any additional data related to a service. For example, to effectively administer a hair spa service, you may need to know the guest’s hair type, or for a customized facial you would want to know and store the guest’s skin type.

  • [TimeZoneCenter]: Abbreviation of a time zone (such as PST or PDT based on daylight savings). This macro is especially useful for virtual appointments where the guest or customer may be in a different time zone from the consultant or instructor who is hosting the session. You can use this macro with the [StartTime] and [EndTime] macro.

  • [CustomMacro1] to [CustomMacro10]: Use these macros to insert any optional fields (Optional Field1 to Optional Field10) that are defined at the organization level.

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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