Professional messages, ready to send
Create reusable templates for email and Instagram with automatic personalisation.
Creating and Using Templates
Write once, use everywhere.
-
- Go to Settings > Templates
- Click New Template
- Fill in the details:
- Name – A name to identify this template (e.g., "Booking Confirmation")
- Category – Choose from Booking, Confirmation, Reminder, Follow-up, Cancellation, or General
- Subject – For email templates, the email subject line
- Body – The message content, including any variables
- Click Save Template
Use the live preview to see how your template looks with sample data before saving.
-
In email:
- Click Compose or reply to an email
- Look for the Templates button
- Select the template you want to use
- The message fills in with variables replaced by actual values
- Edit if needed, then send
In Instagram DMs:
- Open a conversation
- Look for the Templates or Quick Reply button
- Select your template
- The message inserts with variables filled in
Template Variables
Personalise every message automatically.
-
Variables are placeholders that fill in automatically based on the client and appointment. Use them in your template by wrapping them in double curly braces.
{{client_name}}Client's full name
{{client_first_name}}Client's first name
{{event_date}}Appointment date
{{event_time}}Appointment time
{{event_datetime}}Date and time combined
{{event_location}}Appointment address
{{deposit_amount}}Deposit amount due
{{deposit_link}}Payment link
{{deposit_status}}Paid / Pending
{{consent_form_link}}Consent form signing link
{{consent_form_status}}Signed / Not signed
{{artist_name}}Your name
{{studio_name}}Studio name
{{event_title}}Appointment title
-
If a variable doesn't have data (for example, no deposit has been set), the variable placeholder will be removed from the message, leaving the surrounding text intact.
Best practice: Write your templates so they still make sense if some variables are empty. For example:
Instead of:
"Please pay your deposit of {{deposit_amount}}"
Consider:
"Please pay your deposit using this link: {{deposit_link}}"
The second version works even if the amount isn't set, because the link will still work.
Categories and Favourites
Keep your templates organised.
-
Categories help organise your templates so you can find them quickly.
Category Use For Booking Initial booking confirmations with deposit requests Confirmation Confirming appointments after deposit is paid Reminder Pre-appointment reminders with prep instructions Follow-up Post-appointment messages like aftercare instructions Cancellation Cancellation confirmations, rebooking invitations General Anything else that doesn't fit the above When selecting a template, you can filter by category to find what you need.
-
Yes. Favourite your most-used templates for quick access.
- Go to Settings > Templates
- Find the template you want to favourite
- Click the star icon or Add to Favourites
Favourite templates appear at the top of your template list when you're composing messages.