Customize your personal appointment scheduler email notifications

The Appointments module generates several notification emails, such as confirming new bookings and reminding patrons about their upcoming appointments. Each of these emails is automatically generated based upon a template, which you can customize as needed. This can help you better personalize the appointment booking process with patrons.

To edit your email templates, go to Appointments > My Settings.

The My Settings tab on the Appointments page


Customizing email templates

There are several email templates available, each corresponding to a particular part of the appointment booking process. Your email templates are completely separate from other staff members, allowing everyone to customize them to meet their own specific needs. The following email templates are available:

  • Confirmation email to patron: this is sent to the user after they book their appointment.
  • Confirmation email to admin: this is sent to the librarian after the patron has booked their appointment.
  • Patron cancel email to patron: this is sent to the user when the patron has cancelled their own appointment.
  • Admin cancel email to patron: this is sent to the patron if the librarian has cancelled their appointment.
  • Reminder email to patron: this is an optional email that can be sent to patrons as a reminder for their appointment.
    • Use the Set up Reminders option to choose how long before an appointment to send these reminders.
    • Select "No Reminder" if you do not want to send a reminder to patrons.
  • Follow up email to patron: this is an optional email sent to the patron after the appointment has ended. This is a great way to send users a link to a feedback form or to let them know how to contact you if they need any additional help.
    • Use the Send Follow Up Emails option to choose how long after each appointment to send these emails.
    • Select "No Follow Up" if you do not want to send a follow-up email to patrons.

Your templates will appear under the My Settings tab of your Appointments page, each in its own panel. To customize one of the above templates, simply click on its panel. Here's an overview of how a template works:

  1. Use the Subject text field to customize the subject line of the email.
  2. Use the Body text box to customize the content in the body of the email.
    • The body of the email can include HTML code to help style your messages.
    • For example, to make text bold, put it inside of <strong></strong> tags.
  3. Each template uses several tags to insert information about the booking directly into the email. These can be used in both the Subject and Body of the template.
    • For example, the {{{FORM_FIELDS}}} tag will display the user's booking form responses wherever the tag appears in the email.
    • NOTE: tags are case sensitive and each template uses different tags. Note the Available Email Tags list for each template to know which ones are available.
  4. Use the Preview area to see an example of how a real email notification would look. This will use appropriate sample text in each place of each tag to simulate the type of information that will appear.
  5. To reset a template to its default text, click on its Restore Default Subject + Body button.
  6. Once you've finished making any changes (including restoring the default text), don't forget to click the Save button.
Note: appointment times in email notifications will not include padding. For example, if you had a 45 minute appointment starting at 11:00AM with 15 minutes of padding, the user would see 11:00AM-11:45AM listed in their email notifications -- not 11:00AM-12:00PM. This applies to both the {{TIME_DATE}} and {{END_TIME}} tokens.

Options for customizing an email template

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