Emailing Clients from the Appointment List

To prevent misuse, access to our bulk email functionality is granted by request only. Please email support@timetap.com to request access to this functionality for your account.

The Appointment List view allows you to send emails in bulk to clients based on specific appointment dates. This is especially useful for targeted communication, such as notifying clients about schedule changes due to inclement weather or providing important updates that affect that specific date range.

From your Appointment Lists page, there are several options for narrowing down which clients will receive the email:

1. Date Range: limit the date range of appointments that show in the list

2. Status: toggle between the different Appointment List Views (Wait List, Pending, Open...)

3. Locations: choose specific locations to show or opt to include all locations 

4. Staff: when you only need to view and email a certain staff member’s clients, filter which staff to show the appointments of here

5. Services & Classes:choose specific services/classes to show or opt to include all

You can also opt to show more appointments on each page than the default 10 by clicking the dropdown menu next to the number 10 to be able to view (and select) more appointments at a time.

Once you’re viewing only the appointments you need to see, click the topmost check box on the left side to select all appointments, or you can go through and individually select the ones you need to email. After selecting the appointments, click Send Email.

When you click Send Email, a box will appear with a dropdown menu giving you the options of the different templates you can choose from. Click the dropdown menu to choose the template you want, then click Send Template.

From here, you’ll have one last opportunity to make any changes necessary to the template before it goes out to the clients. Once you’re ready to send, click Send Email. You should see a note letting you know that this has been done successfully.

If you have more appointments than were able to fit on one page, you’ll need to click the Next button at the bottom of the screen to view and select the next page and repeat this process until you have selected all of the appointments that you wish to send an email to.