Message Templates

Customize email and SMS templates to effectively communicate with your clients. These templates are sent automatically based on specific booking events. If an email template is left empty, it will not be sent. Navigate to the “Message Templates” section from the main menu to edit your templates.

Editing Templates

  • Selecting an Event Template: Begin by choosing a template to edit. You can select from various events like New Booking, Booking Rescheduled, Booking Cancellation, Added to Wait List, or Booking Reminder.
  • Email Customization: Here, you can modify both the email subject and body to fit your needs. Use dynamic text to personalize your emails with client or booking-specific information.
  • SMS Customization: SMS template is only available for Booking Reminders. For this event type, you may enable sending SMS and use dynamic text to tailor your messages. Note that SMS sending has a monthly limit based on your subscribed plan.
  • Inserting Dynamic Text: To make your messages more personalized, click on “Insert Dynamic Text”. This lets you include placeholders that automatically fill in with the relevant booking or client details.
  • Restoring Defaults: If you’ve made changes to a template and wish to revert to the original content, you can do so by selecting “Restore Default Template”.

Available Dynamic Text

Utilize dynamic text placeholders to automatically insert specific details into your messages, making each communication unique and relevant:

  • {client_first_name}, {client_last_name}: The client’s first and last name.
  • {client_phone}, {client_email}: The client’s contact phone number and email address.
  • {booking_link}: A link for viewing the booking details.
  • {service_name}: The name of the service that was booked.
  • {provider_name}: The name of the service provider.
  • {booked_datetimes}: The date(s) and time(s) of the booking.
  • {guests}: Guests included in the booking.
  • {meeting_link}: The video meeting link for the appointment.
  • {business_name}, {business_phone}: Your business’s name and contact phone number.
  • {website_url}, {booking_page_url}: URLs for your business’s website and the booking page.

Message Types and Their Purpose

Every message your business sends represents your brand and influences how clients perceive your professionalism. 2BookNow’s customizable message templates ensure all your automated communications reflect your brand voice and contain exactly the information your clients need.

The message template system allows you to customize communications for various booking events:

  • New booking confirmations that acknowledge appointments with details
  • Booking reminders that prevent no-shows and help clients prepare
  • Cancellation notifications that handle schedule changes professionally
  • Reschedule confirmations that clearly communicate new appointment details
  • Follow-up messages that gather feedback or reviews, and encourage repeat bookings
  • Service reminders that help you maintain regular client visits
  • Waitlist notifications that alert clients when desired slots become available

For each of these event types, you can customize email content. For booking reminders specifically, you can also customize SMS content. This approach ensures clients receive appropriate information in formats that suit different communication needs.

Customization Benefits

Beyond personalization, the template system offers practical customization benefits:

  • Adapt message tone to match your brand voice (friendly, professional, formal, etc.)
  • Include service-specific preparation instructions relevant to each service type
  • Add marketing elements like service recommendations or special offers
  • Adjust message length based on communication channel (concise for SMS, detailed for email)

Saving and Applying Changes

After you’ve customized your templates, don’t forget to click the “Update” button to save your modifications.