Manage your email templates

The Email Templates section allows you to customize the automatic emails sent by Agendize at different stages of the appointment lifecycle (booking, modification, cancellation, reminders, etc.).

Each recipient type (Staff, Client, Manager) has its own set of notifications with dedicated email templates.

Accessing the Screen

Left-hand menu → Settings → Templates → Email Templates

How It Works

The screen displays all available templates, organized by recipient category:

Staff (Collaborator)

Emails sent to staff members, such as:

• Appointment requested by a client

• Appointment canceled or modified by the client

• Appointment canceled or modified via the back office

• Appointment reminder

• Staff calendar synchronization

Contact (Client)

Emails sent to clients to inform them throughout their booking journey:

• Appointment confirmation, changes, or cancellation

• Feedback request after the appointment

• Earlier time slot available

• Account creation

• Payment request

• Password recovery

• Appointment accepted or declined (manual mode)

Manager

Notifications targeted at the account or location manager, including:

• Appointment requests

• Appointment changes or cancellations

• Daily appointment summary

• Account notifications

• Appointment rejection

Editing an Email Template

To edit a template, click on the name of your template. This opens the template editor.

Inside the editor, you can:

• Modify the email subject line

• Customize the HTML and plain text content of the email

• Insert dynamic variables (e.g., client name, appointment date)

• Preview how the message will look

• Set a new language (only if multiple languages are available on the account)

Best practices:

• Use the predefined variables to ensure dynamic and personalized content.

• Check your changes using the preview before saving.

• Keep a consistent tone and structure, including key info like date, time, location, and management links.

Why Customize Email Templates?

• Enhance communication with clients and staff

• Adapt the tone and content to your industry (healthcare, wellness, real estate, etc.)

• Include specific instructions or marketing content

• Translate templates if you operate in multiple languages