To configure and customize the email or text messages (SMS) template:
Ensure that you are at the organizational level.
On the main menu, click the Admin tab to open the Admin dashboard.
On Admin dashboard, click Organization > Organizations.
The Manage Organization page opens.Click the Email/Texts tab.
Scroll down to the Employee section.
Click Edit next to Appointment Check-in.
On the Edit page, configure the below templates:
Appointment Check-In Email
- Switch on the Email toggle to activate the email template.
- Select the languages in which you want to send the notification.
- 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.
- Click Save.
Appointment Check-In - Text Messages (SMS)
- Switch on the Text toggle to activate the text template.- Select the languages in which you want to send the notification.
- 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.
- 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.