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
    - 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 Completion - Text Messages (SMS)
    - Switch on the Email 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 the 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 in the appointment  

  • [ServiceTherapistTimeList]: The provider or therapist 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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