How do I edit the Content and Sending Time of Email and SMS Confirmations and Reminders?

You have the option of automatically sending appointment reminders and appointment confirmations by SMS and/or email.

• Appointment Reminders

• Appointment Confirmations (Content)

• Different Text per Service (Additional/Single Lines of Text)

• Setup of the Sender of the E-Mails

• SMS Confirmations and Reminders

Appointment Reminders

Up to three appointment reminders can be sent to your customers per appointment. You can set different times for sending the first two appointment reminders.

Example:
The first appointment reminder 24 hours before the appointment by email and SMS
The second appointment reminder 1 hour before the appointment via SMS

You can find this setting in the menu item Company > Settings > Communication.

The third appointment reminder is always sent approximately 15 minutes before the appointment.

You also have the option of sending a predefined text message to your customers and patients directly from the appointment calendar. For example, after completion of a repair in the bicycle shop or after the arrival of an ordered product.
More information can be found here.

Appointment Confirmations (Content)

If you go to Company > Settings > E-mail / SMS templates, you have the possibility to configure the content of your e-mail and SMS templates.

Here you can define the e-mail appointment confirmation text for each calendar.
The advantage of this function is that you can send an individual appointment confirmation for each calendar. For example, Lisa Test (therapist) wants to send different content to her appointment booker than Simon Test (masseur).

However, you can also define the e-mail appointment confirmation text for each service. This function offers ideal conditions for you to be able to create your own appointment confirmation for each service you offer.

Note: We recommend that you copy the standard text before activating the "Different appointment confirmation text per calendar" or "Different appointment confirmation text per service" option so that you can then paste it into the empty input field of the different text and edit it individually.
In addition, it is important that a subject is entered in the different text before the template can be saved.

The following place holders can be used for the e-mail templates:

APPOINTMENT = Appointment details for email (start time / end time)
APPOINTMENTSTART = Appointment details (start time only)
APPOINTMENTSTARTTIME = Start time without date
APPOINTMENTSTARTDATE = Start date without time
TODAYDDMMYYYY = Today"s date in the format dd.mm.yyyy
TODAYYYYMMDD = Today"s date in the format yyyy-mm-dd<br="">CALENDARNAME = Name of the booked calendar
CALENDARADDITIONALINFO = Text that was entered in "Calendars > General > Description" 
CALENDARPICTURE = Calendar picture; example code: <img style="border:none;" height="200" src="CALENDARPICTURE"/>
QRCODE = QR code; example code: <img style="border: none" src="QRCODE">
QRCODEVCARD = QR code containing appointment booker details; example code: <img style="border: none" src="QRCODEVCARD">
BARCODE128 = Barcode128; e.g.: <img height="150" style="border: none" src="BARCODE128"/>
BARCODEREF39 = Barcode39 with booking reference; e.g.: <img height="150" style="border: none" src="BARCODEREF39"/>
WAITNUMBER = Continuing waiting lists number. The option "Wait Number" must be enabled.
TRANSFERLINK = Link for your customers to add the booked appointment to their calendars 
CANCELLINK = Link for your customers to cancel the booked appointment
CANCELLINKMANDATORY = Link for your customers to cancel the booked appointment. The field "cancel reason" is mandatory.
CHANGELINK = Link so that the customer can change the day/time of the appointment
CONFIRMLINK = Link for your customers to confirm the booked appointment 
FEEDBACKLINK = Link for your customers to give feedback after the appointment 
DOCUMENTLINK = Link so that customers can download a document (e.g. invoice)
DOCUMENTLINKZIP = Document encrypted with the zip code of the appointment booker
DOCUMENTLINKBIRTHDAY = Document encrypted with the date of birth of the appointment booker
SELECTEDSERVICE = All booked services and/ or resources
SELECTEDSERVICESIMPLE = All booked services without the corresponding appointment questions
%SELECTEDSERVICESIMPLELB% = Names of all the booked services, arranged with line breaks
SELECTEDSERVICEADDITIONAL = Additional infos regarding the service
ANSWER1, ANSWER2, etc = Selection of a specific booked service
%ABBREVIATION% (Betreff) = Abbreviation of the service
PRICEGROSS = Price of the selected services
%PRICENOTZERO%, %PRICENOTZEROEND% = The text between these placeholders is only displayed if the price of the selected services is > 0.
%PAYMENTMETHODINVOICESTART%text here%PAYMENTMETHODINVOICEEND%=
The text between the placeholders is only displayed if payment by invoice is selected.%PAYMENTMETHODINVOICEONLINESTART%text here%PAYMENTMETHODINVOICEONLINEEND%=
The text between the placeholders is only displayed if online payment is selected.
SERVICEGROUP = Name of the first booked service groupSERVICEGROUP1, SERVICEGROUP2, etc. = Name of the service group
REFERENCECODE = Booking reference code (unique ID for each booking)
CONFIRMLINK = Link appointment booker can confirm the appointment
ADDITIONALCOMMENT: Placeholder for additional comment with manual appointment confirmation / appointment cancellation as well as in the event of cancellation by appointment bookers
%CALENDARID% = ID of the calendar
%CREATEVOUCHERCONT10% = Placeholder to create a voucher code with a quota when booking an appointment. Replace the value 10 with the desired quota.
%CREATEVOUCHERCONTSERVICE1234,10% = Placeholder to create a voucher code with a quota when booking an appointment. The voucher code is only valid for certain services. Replace the value 1234 with Service ID(s). Replace the value 10 with the desired quota.
%NOTES%: Comments which were entered by the appointment booker when booking the appointment
%EMAIL%: Email address which was entered by the appointment booker when booking the appointment.
%PHONE%: Telephone number which was entered by the appointment booker when booking the appointment
IDAPP = ID of the appointment
CODENRDAY = A random numeric code (6 characters) is generated per calendar per day.
CODENRDAYGLOBAL = A random numeric code (6 characters) is generated per day for all calendars.
%CALENDARID% = The ID of the booked calendar.
%CREATEVOUCHERCONT10% = Placeholder to create a voucher code with a quota when booking an appointment. Replace the value 10 with the desired quota.
%CREATEVOUCHERCONTSERVICE1234,10% = Placeholder to create a voucher code with a quota when booking an appointment. The voucher code is only valid for certain services. Replace the value 1234 with service ID(s). Replace the value 10 with the desired quota.
CAPACITY = Number of booked appointments for multiple assignment if an appointment was booked for multiple participants simultaneously 
Dear SALUTATION FIRSTNAME LASTNAME IS EMPTY Dear Sir or Madam = Greeting with salutation, first name and last name; fallback to general greeting string if salutation, first name or last name were not entered by the customer. 
BEGINFIRSTTIME / ENDFIRSTTIME = Use the placeholder BEGINFIRSTTIME and ENDFIRSTTIME and define any text in between, if you want to send a special text for the email confirmation for a first time appointment booking.If a customer books the second time, this text is not sent anymore.< br /> 
ADDITIONAL1 - ADDITIONAL20 = Additional fields entered by the customer
LOCATION = Location where the appointment takes place
CALNAME, CALENDARADDRESSCOUNTRY, CALENDARADDRESS, CALENDARPHONE, CALENDARMOBILEPHONE, CALENDARMAIL = Use this placeholders if you have created multiple calendars for employees / resources and in these calendars the setting "Specify differing company data" is enabled.The matching data is then sent in the confirmation email to the customer for the booked employee / resource
NOEMAIL: If you enter this placeholder in the subject, no e-mail will be sent.</br="">

Different Text per Service (Additional)

There is also the possibility that, depending on the service selected, only individual lines of text appear in the confirmation. The general text of the email remains the same.

You can store the desired lines of text under Company > Services. Click on the desired performance and go to the Advanced Settings tab. Enter your text in the E-Mail Text option.

Then go to Company > Settings > Email/SMS Templates and add the placeholder
%SERVICETEXT%
to the desired location.
This placeholder then inserts the previously stored lines of text. If you have stored an email text for several services, these will then be displayed one below the other with a line break.

Setup of the Sender of the E-Mails

You can specify which sender is used for all notifications under Company > Settings > Communication in the “Sender e-mail address” option. This is the email address that your customers will see when they receive notifications and, if necessary, can respond to them directly if they have any questions.

Attention: If your eTermin account states that all emails are sent via the eTermin email server, a so-called SPF entry is required. You can find more information about this here.

For a visually appealing presentation, you can also add a name in front of the email address. The name is entered here first and followed by a | Symbol separated from the email address.

If you want a specific sender to appear but replies should be sent to a different email address, you can enter a second address after the specified email address using a semicolon.

SMS Confirmations and Reminders

You can also customize the content of the SMS appointment confirmations and reminders here as desired:

Similar to the e-mail appointment confirmations for each service, you can also create and automatically send SMS appointment confirmations for a specific service under Company > Services > Service [Edit] > Service-specific settings.

Should you have any further questions or need help with the configuration, please contact us.