Understanding Communication Templates

Communication templates are a powerful feature that allows you to customise the text messages, emails and letters your business sends.  You can view, add or edit your templates by going to Tools > Communication > Templates.

Here's a summary of some of the key ways templates can be used across your account:

Automatic SMS Appointment Reminders:

You are able to use SMS templates for sending appointment reminders both automatically and manually. To read more on how the automatic SMS appointment reminders are configured and how they operate see our article here. Once you have set the default template for SMS reminders (as outlined in the linked article) you can manually send a manual SMS reminder for a client's appointment by right clicking on the appointment and selecting 'SMS Appointment Reminder'.

Automatic Email Appointment Reminders:

You are able to use email templates for sending appointment reminders both automatically and manually. To read more on how the automatic email appointment reminders are configured and how they operate see our article here. Once you have set the default template for email reminders (as outlined in the linked article) you can manually send a manual email reminder for a clients appointment by right clicking on the appointment and select 'Email Appointment Reminder'.

Sending an SMS or Email to an individual client:

You are able to send an SMS or an Email to an individual client through the client's record. This is done by accessing the client's record (use the search in the top menu) and then under Communication and then selecting 'New Email' or 'New SMS' >> Select the template and click 'Send'.

 

 

Generating letters (i.e. Progress reports or referrer letters):

You are able to generate letters for a client in which their details are merged producing a personalised letter. This can be opened in Word or PDF. A common use of this is for generating referral letters to the client's referrer. Read more on how to use this feature in our article here

Sending Bulk SMS or Email Campaigns:

You are able to send bulk text message or email campaigns to clients, referrers, third parties or contacts. This is often used for marketing or announcements, and the campaign can be sent to all or a selected list of recipients. Read more on how to send bulk messages in our article here

Emailing Invoices / Receipts and Statements:

By default there's an email template in your Templates list titled 'Invoice & Statements Email'. This is used whenever you email and invoice or statement to clients or third parties. You are able to set the default template used for these emails by going to Setup >> Configuration >> Invoices >> Use the 'Invoice Email Template' to select the desired template.