The Invitations Campaigns feature is not enabled by default. If you do not see the Send Reminder checkbox when issuing an invitation template (or if you cannot send invitation templates at all), please reach out to our support team to request this functionality be enabled for your account.
When you send the default New Client Welcome Message invitation template (or any invitation template that uses the %BOOK_INVITATION_URL% tag), TimeTap creates an invitation campaign. The campaign ID is embedded in the booking link to track whether the client books directly from that invitation.
In the process of issuing those booking invitations, can also select to include an:
Invitation Reminder: a follow up reminder email to the client if they don't book in the set timeframe
Invitation Completed Notice: an email to notify the staff selected for that invitation once the client does book their appointment
This help doc covers:
- Adding/Editing Campaign Templates
- Enabling the Invitation Reminder (client messaging)
- Enabling the Invitation Completed Notice (staff messaging)
Adding/Editing Campaign Templates
Before selecting to issue Invitation Reminders or Completed messages, you'll first need to create the templates with the language you wish to be used in that messaging.
The Invitation Campaign templates are located under Messaging > Invitation Templates. Once on the Invitation Templates page, you can then navigate to the Invitation Reminder Templates or Invitation Completed Templates, located in the expanded lefthand menu.
Invitation Reminder Templates
TimeTap does not provide a default template for invitation reminders, but you can create a new template with whatever language fits your use case, as long as it includes the tag that will link them to that same invitation booking URL (%BOOK_INVITATION_URL%). Keep in mind that this is a client facing message.
Here is a sample reminder you can use as a starting point:
Subject: Reminder to book your appointment with %BUSINESS_NAME%
Body: Hey %CLIENT_FIRSTNAME%,
We noticed you haven’t had a chance to schedule an appointment yet, so we wanted to send a quick reminder.
You can book your appointment using this link: %BOOK_INVITATION_URL%
Thanks,
%BUSINESS_NAME%
Invitation Completed Templates
TimeTap provides a default Invitation Completed Template that can be used to notify staff once an appointment has been booked as a result of that campaign. Keep in mind that this is a staff facing message that would populate the To field with the staff's email selected when creating that campaign.
Enabling the Invitation Reminder
On the panel that is displayed in the process of sending and choosing an invitation template, you will see the checkbox to Send Reminder. When that checkbox is enabled during that flow, additional settings will appear:
- Send Reminder After: set how many hours to wait to send the reminder in the case that the client doesn't complete the booking prompted by the selected template
- Reminder Template: select the specific Invitation Reminder Template to issue for this invitation campaign
-
Expire After: set an optional expiration for this campaign
- If the expiration date on the invitation campaign passes and they try to book through that invitation link, they will receive a message that the time frame to book has expired and it will not let them continue
Once confirming those settings, choose the Select Template button to continue.
Enabling the Completed Notice
After choosing the Select Template button, a final preview panel will be displayed where the message can be reviewed or changed before being issued. This panel is also where the Invitation Completed template can be requested for that campaign.
To ensure that the selected staff on the panel when creating that invitation campaign (not necessarily the staff sending the invitation) gets a notification once the client books an appointment through that invitation message, enable the Notify me when complete checkbox before confirming this panel.
Once the desired changes or settings have been confirmed on this page, you can issue that invitation by selecting the Send Email button.
Once an invitation campaign has been created, you can keep track of that campaign's status under the Monitor Campaigns page (Messaging > Monitor Campaigns)