Business/Enterprise Feature
This feature is enabled by request only, as it can significantly increase the volume of emails and texts that are sent from an account. Please reach out to support@timetap.com to request that this feature be enabled for your account.
Our Automated Messaging Triggers allow you to add additional messaging that gets sent based on conditions that you define for the trigger. These conditions can be tied to appointments, invoices or disclaimer forms, and can be triggered either based on time (a certain time period before or after an appointment's start time), status change or on creation.
This allows you to create custom communications that aren’t provided as part of TimeTap's default messaging. For example, you could set up a trigger to email clients a review link a few days after their appointment, or have TimeTap automatically send clients a receipt once an invoice is marked Closed.
Setting up a messaging trigger is a 2 part process. First, you’ll need to create or customize the Appointment Triggers template for the trigger, and then you’ll need to create the Automated Messaging Trigger itself.
In this help doc we'll cover -
Trigger templates added for invoices are stored on a separate page and can be found under Messaging > Invoice Templates.
For this example, you'll be creating an email template. If you click on the View button for the Default Template, you'll get take to a Template Profile that you can customize by clicking on the blue Edit button on the upper right of the Template section -
We recommend that you clone the default template and save custom templates for each of your messaging triggers so that your default template stays general.
How to Add a New Trigger
Once the you have the desired message added to your account, you'll need to set up a trigger for when the message should get sent. To set up a trigger, you'll need to navigate to Messaging > Automated Messaging Triggers > Add New Trigger -
Once you have clicked on this button, the Add Event window will appear where you will define the properties of your new trigger. In this example, we will label the trigger "Confirmed Appointments" and we will assign it to all locations, staff and services & classes. We will then set the trigger to send based on Status Change, and set the status changes from details to 'Open to Open-Confirmed' -
On the Add Event window you can define the following properties -
- Internal Description - Set the name of your trigger for internal use only.
- Add Event For - Determine the type of event this trigger will get added for.
- Appointments – Trigger will apply to individual appointments.
- Class Sessions – Trigger will apply to overall class sessions, rather than to each individual appointment in that class.
- Disclaimer Forms – Trigger will apply to a disclaimer form.
- Invoices – Trigger will apply to an individual invoice.
- Locations To Send For - Set which locations will get assigned to this trigger.
- Staff To Send For - Set which staff will get assigned to this trigger.
- Services & Classes to Sent For - Set which services and classes will get assigned to this trigger.
- Trigger Based On - Set the action that will trigger the message to get sent.
- Time – Represents a specified number of months, weeks, days, hours and minutes before or after an appointment's start time.
- Status Change – Represents when the status of an appointment or invoice changes.
- On Creation – Automatically send the message when an appointment gets created.
Once you have selected the properties of your automated trigger message, you'll need to decide who receives the message, what type of message it is (email or text message) and which appointment triggers template you want to get sent.
In this example, we are choosing to send the message to the client via email and the template we have selected for this trigger is "Appointment Triggers - Appointment Confirmed" -
Under the Messages section you can set the following properties for your automated messaging trigger -
- To - Set who the triggered message will get sent to. You can select either Client or Staff here.
- Type - Set the type of message that this trigger will send. You can select either Email or Text Message here.
- Template - Set which template this trigger will send.
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Add Another Message - Click on this button to add another message for this trigger.
You'll want to click on the green Save Event button when you're satisfied with your automated messaging trigger.