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Changes for page Automated Email Templates

Last modified by David Stadnyk on 2026/05/15 21:49
From version 7.1
edited by David Stadnyk
on 2026/05/15 21:49
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To version 8.1
edited by David Stadnyk
on 2026/05/15 21:49
Change comment: There is no comment for this version

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2 2  
3 3  = Automated Email Templates =
4 4  
5 - Automated Email Templates
5 +Automated messages are emails and texts sent automatically based on certain events, such as appointment bookings, reminders, invoices, and member registrations. Default message templates are provided for each option and can be used as-is or customised to suit your needs.
6 6  
7 -
7 +----
8 8  
9 -Automated messages are emails that are automatically sent based on certain criteria. To enable and edit your automated emails, go to Setup>Personalize>Messages.
9 +== Navigating to Message Templates ==
10 10  
11 -[[image:kb-1487504170-1487602867-1.png]]
12 -Emails are sent through the Member Solutions email system, but will read "on behalf of Your Business Name" You can set that option at the top. You can also enter the address you would like any replies sent to.
11 +1. Click **Setup** in the left-hand navigation sidebar.
12 +1. Hover over **Personalize** to expand its submenu.
13 +1. Click **Message**.[[image:1778881742422-217.png||height="377" width="428"]]
13 13  
14 -Check the option for each Automated Email that you would like to go out. You can edit the emails, and include any HTML to bold text or add line breaks as needed. The available field tags are listed on the right. To insert any field tag, copy and paste the tag including any # in add that to your email. Default messages for each option are already created for you, and can be used as is.
15 +----
15 15  
16 -[[image:kb-1487504170-1487602873-1.png]]
17 -**Automated Email Templates - **here is a listing of email templates currently available.
17 +== Email Settings ==
18 18  
19 -**Book Appointment Confirmation Email**: This email gets sent whenever a member books any appointment or class.
19 +At the top of the page, two global settings apply to all automated emails:
20 20  
21 -* **Calendar attachment body:** This text will be sent with the calender attachement when an appointment is booked.
21 +* **Send Email on Behalf of** – The business name that will appear as the sender on all automated emails.
22 +* **E-mail Reply To** – The email address that replies will be sent to.
22 22  
23 -* **Book Appointment Confirmation Text:** This will be sent as an automatic text when a member books an appointment. Note: Texing options must be added to send automated texts.
24 +----
24 24  
25 -* **Appointment Reminder Email:** This email will be sent at the preferred time before the member's booked appointment. See the setting options to the right of this message.
26 +== Enabling and Editing Templates ==
26 26  
27 -* **Appointment Reminder Text:** This text will be sent at the preferred time before the member's booked appointment. See the setting options to the right of this message. Note: Texing options must be added to send automated texts.
28 +Each template has a checkbox to enable or disable it. When checked, the automated message will be sent when the relevant event occurs. Each template can be customised by editing the text in the message field.
28 28  
29 -* **Invoice Message:** When emailing an invoice, this message will be sent with the email, and the invoice will be attached.
30 +=== Field Tags ===
30 30  
31 -* **Invoice Receipt Message:** When emailing an invoice, this message will be sent with the email, and the invoice will be attached.
32 +Many templates support **field tags** — dynamic placeholders that are automatically replaced with real data when the message is sent. Available tags are listed to the right of each template. To use a tag, copy and paste it including the # symbols into your message.
32 32  
33 -* **E-mail Invoice Greeting:** When emailing an invoice, this message will be sent with the email, and the invoice will be attached.
34 +----
34 34  
35 -* **Staff Notification:** Choose how your staff notifications should be sent. "Send At" will allow you to indicate a specific time when all notifications for the next day will go out at once. "Schedule Changes" will send a separate message for each change to the schedule as it happens.
36 +== Available Templates ==
36 36  
37 -* **Staff Email Notification (Send at):** Message options for the "Send At" option.
38 +=== Member-Facing Messages ===
38 38  
39 -* **Staff Text Notification (Send at):** Text message options for the "Send At" option. Note: Texing options must be added to send automated texts.
40 +|=Template|=Description|=Available Tags
41 +|**Book Appointment Confirmation Email**|Sent when a member books an appointment or class.|#MEMBER FIRST NAME#, #MEMBER LAST NAME#, #STAFF FIRST NAME#, #STAFF LAST NAME#, #APPOINTMENT TYPE#, #DATE#, #TIME#
42 +|**Calendar Attachment Body**|Text sent with the calendar attachment when an appointment is booked.|#BUSINESS PHONE#, #VOLO SITE LINK#
43 +|**Book Appointment Confirmation Text**|Automatic text sent when a member books an appointment. Texting options must be enabled to send automated texts.|—
44 +|**Cancel Appointment Confirmation Message**|Sent when a member's appointment is cancelled.|#MEMBER FIRST NAME#, #MEMBER LAST NAME#, #STAFF FIRST NAME#, #STAFF LAST NAME#, #APPOINTMENT TYPE#, #DATE#, #TIME#
45 +|**Appointment Reminder Email**|Sent before the member's booked appointment. Two **Preferences** settings control the timing: the number of days before (//1 Day Before// through //5 Days Before//), and the time of day the reminder is sent (hourly options from 12:00 AM to 11:00 PM).|#MEMBER FIRST NAME#, #MEMBER LAST NAME#, #STAFF FIRST NAME#, #STAFF LAST NAME#, #APPOINTMENT TYPE#, #DATE#, #TIME#
46 +|**Appointment Reminder Text**|Text reminder sent before the member's booked appointment. Use the **Preferences** setting to configure timing. Texting options must be enabled.|—
47 +|**Invoice Message**|Sent when emailing an invoice to a member. The invoice is attached.|—
48 +|**Invoice Receipt Message**|Sent when emailing a receipt to a member. The receipt is attached.|—
49 +|**E-mail Invoice Greeting**|Greeting message included when emailing an invoice.|#MEMBER FIRST NAME#, #MEMBER LAST NAME#
50 +|**Birthday Message**|Sent on or before the member's birthday. Use the **Preferences** setting to configure how far in advance it is sent: //before 0 day//, //before 1 day//, //before 2 days//, //before 3 days//, //before 4 days//, or //before 5 days//. Use the **Status** setting to control which members receive it: //Active//, //Inactive//, or //Both//.|—
51 +|**New Member Email**|Sent to any new member record entered into Member Manager.|#MEMBER FIRST NAME#, #MEMBER LAST NAME#, #LOGIN#, #VOLO SITE START LINK#, #VOLO SITE END LINK#
52 +|**Waitlist Sign Up**|Sent to a member on the class waitlist when a spot becomes available.|#MEMBER FIRST NAME#, #MEMBER LAST NAME#, #CLASS NAME#, #DATE#, #TIME#, #VOLO SITE START LINK#, #VOLO SITE END LINK#
40 40  
41 -* **Staff Email Notification (Schedule changes):** Message options for the "Schedule changes" option.
54 +=== Staff-Facing Messages ===
42 42  
43 -* **Staff Text Notification (Schedule changes):** Text message options for the "Schedule changes" option. Note: Texting options must be added to send automated texts.
56 +|=Template|=Description|=Available Tags
57 +|**Staff Notification**|Controls how staff notifications are sent. Choose //Send At// to send all next-day notifications at a specific time, or //Schedule Changes// to send a separate notification for each schedule change as it happens.|—
58 +|**Staff Email Notification (Send at)**|Email sent to staff at the configured time with their upcoming schedule.|#STAFF FIRST NAME#, #STAFF LAST NAME#, #DATE#, #LIST OF APPOINTMENTS#, #LIST OF APPOINTMENTS WITH NAMES#, #NAMES#
59 +|**Staff Text Notification (Send at)**|Text version of the Send At notification. Texting options must be enabled.|#STAFF FIRST NAME#, #STAFF LAST NAME#, #DATE#, #LIST OF APPOINTMENTS#, #LIST OF APPOINTMENTS WITH NAMES#, #NAMES#
60 +|**Staff Email Notification (Schedule changes)**|Email sent to staff when a change is made to their schedule.|#STAFF FIRST NAME#, #STAFF LAST NAME#, #DATE#, #TIME#, #LIST OF APPOINTMENTS#, #LIST OF APPOINTMENTS WITH NAMES#, #APPOINTMENT TYPE#, #NAMES#
61 +|**Staff Text Notification (Schedule changes)**|Text version of the Schedule Changes notification. Texting options must be enabled.|#STAFF FIRST NAME#, #STAFF LAST NAME#, #DATE#, #TIME#, #LIST OF APPOINTMENTS#, #LIST OF APPOINTMENTS WITH NAMES#, #APPOINTMENT TYPE#, #NAMES#
62 +|**Staff Email Cancel Notification (Schedule changes)**|Email sent to staff when an appointment is cancelled. Only available when using the //Schedule Changes// option.|#STAFF FIRST NAME#, #STAFF LAST NAME#, #TIME#, #DATE#, #APPOINTMENT TYPE#, #NAMES#
63 +|**Staff Text Cancel Notification (Schedule changes)**|Text version of the cancellation notification. Only available for //Schedule Changes// and requires texting options to be enabled.|#STAFF FIRST NAME#, #STAFF LAST NAME#, #TIME#, #DATE#, #APPOINTMENT TYPE#, #NAMES#
64 +|**Staff New Member Notification**|Sent to a staff member when a new member record is created. Can be enabled under Setup > Marketing > Registration.|#MEMBER FIRST NAME#, #MEMBER LAST NAME#, #MEMBER EMAIL#, #MEMBER PHONE#, #MEMBER CELL#, #LOGIN#, #LEAD SOURCE#
65 +|**Week View Email Header**|Header included when sending a staff member's week view of appointments.|—
44 44  
45 -* **Staff Email Cancel Notification (Schedule changes):** Message options for cancelled appointments. Only available for "Schedule Changes"
67 +----
46 46  
47 -* **Staff Text Cancel Notification (Schedule changes**): Text message options for cancelled appointments. Only available for "Schedule Changes" and only if texting options have been added.
69 +== Saving ==
48 48  
49 -* **Birthday Message:** Email sent on member's birthday.
71 +Click **Save** at the bottom of the page to apply any changes made to the templates or settings.
50 50  
51 -* **New Member Email:** Email sent to any new member record entered into Member Manager.
52 -
53 -* **Staff New member notification (can be enabled in registration settings): Email** sent to staff member when a new member record has been entered into Member Manager. Go to Setup>Marketing>Registration to add email options.
54 -
55 -* **Waitlist Sign Up:** Email sent to a member on the class waitlist when a spot has opened up.
56 -
57 -* **Week view email header:** Header Options for staff notification when sending staff's week view of appointments.
58 -
59 59  {{include reference="KBSupportCTA.WebHome"/}}