> For the complete documentation index, see [llms.txt](https://docs.simplespa.net/simplespa-documentation/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.simplespa.net/simplespa-documentation/reports-and-marketing/notifications/email-notifications.md). # Email Notifications Customizable email notifications for your clients and staff, and the email tags you can use. This page explains the email notifications SimpleSpa sends to your clients and staff, and how to customize them. Email notifications are free. ## Accessing Email Notifications Go to **Settings → Locations → (your location) → Email Notifications**.

On the **Email Notifications** tab, you can set when reminders are sent. The default is 24h before the scheduled appointment. {% hint style="warning" %} If an appointment is scheduled less than 24h in advance, an automated email reminder will not go out to the client. {% endhint %} ## Customer Email Reminder This reminder is sent to your client if they have an email address on their account. You can change your client's preferences at any time to enable or disable these reminders. You can choose to send the reminder 24h, 48h or 1 week before the scheduled appointment.

The Email Reminder Template - To edit this visit the Settings → Locations → (your location) → Email Notifications Tab

The Customer Email Reminder also supports the `[CONFIRM]` tag, which automatically adds a confirm button to the email so your clients can confirm or cancel their scheduled appointment. ### Sending an email manually To let a client know about their scheduled appointment, you can send an email manually: 1. Open the client's appointment so the appointment prompt appears. 2. Click **Send Email**. This sends the [#online-booking-email](#online-booking-email "mention") to the client.

The Send Email button in the appointment prompt. This button appears if the client has an email on file.

{% hint style="info" %} **Replies:** SimpleSpa actively supports replies to these messages. Some other platforms may disregard such replies, which can mean correspondence is lost completely. {% endhint %} ## Staff Email Notification When an appointment is booked, your staff receive an email notification about the new booking.

The Staff Appointment notification email template

## Online Booking Email When a client books an appointment online, they receive an email about their booking. They can also add the appointment to their Google, Outlook or Yahoo calendar.

## Staff Login When you first set a staff member to log in, SimpleSpa sends them an email so they can create their own password and access their own appointments.

The welcome email sent to staff when they have been set to log in

## Post Appointment Thank You Email When an appointment has been completed or paid for, the appointment popup shows a **Send Post Email** option ![](https://695085455-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fa9tSKQ7Cexg8YEba5Evb%2Fuploads%2FsZPw7paIcw6Pc7LViYMC%2FSend%20Post%20Email%20Button.webp?alt=media\&token=87cc519d-1605-43ae-962c-b4ba5d7d6dc5). The email is pre-written as a thank you, but you can write anything you like to your client using the rich text editor. The email is sent to your client's email address. This feature is available only if your client has an email address in their profile. ## Supported Email Tags | Tag | What it shows | | ------------------ | -------------------------------------------------------------------------------- | | `[CLIENT_NAME]` | The client's name | | `[STAFF_NAME]` | The assigned staff member's name | | `[SERVICE_NAME]` | The appointment's service name | | `[SERVICE_COST]` | The service cost | | `[BUSINESS]` | The business name (found in **Settings**) | | `[LOCATION]` | The business location name (found in **Settings → Locations → (your location)**) | | `[LOCATION_PHONE]` | The location phone (found in **Settings → Locations → (your location)**) | | `[LOCATION_EMAIL]` | The location email (found in **Settings → Locations → (your location)**) | | `[PRETTY_DATE]` | The date | | `[DATE2]` | The date in a different format | | `[DATETIME]` | The date/time | | `[TIME]` | The time of the appointment | | `[CONFIRM]` | A confirm button (only supported in the Email Reminder template) | | `[DURATION]` | The duration of the scheduled appointment, in minutes | | `[FORMS]` | All forms associated with the service for the scheduled appointment | {% hint style="info" %} Each email type can show your business logo, as long as it is set in **Settings**. You can customize each message with the text and formatting you prefer. {% endhint %} ## Related * [SMS/Text Notifications](/simplespa-documentation/reports-and-marketing/notifications/sms-text-notifications.md) * [SMS Replies and Confirmations](/simplespa-documentation/reports-and-marketing/notifications/sms-replies-and-confirmations.md)