NOTE: This feature is available in the Standard, Professional, and Enterprise versions of both Spectra and myStratus Desktop.

ATTENTION! The StudioPlus Mail service is an optional add-on available for Spectra and myStratus Users. The integration with SendGrid.com allows for features such as confirmation emails, email tracking, unsubscribe links, and more. For more information on the StudioPlus Mail service and its pricing, click here.

Confirmation emails are a powerful feature of the StudioPlus Mail service. Send clients an email with a link to confirm their session or appointment. When they click the link to confirm, their session or appointment is automatically updated to "confirmed" in Spectra/myStratus. Watch the video and then look at the instructions below to learn how to set up and manage confirmation emails. 

Setup

There are some settings in Company (Studio) Preferences that determine how confirmation emails are handled. Make sure these are set up as you wish.

1. Go to Maintenance > Preferences > Company (Studio) Preferences and open the Email page.

2. Scroll down to the Session and Appointment Confirmation sections. Choose the appropriate settings in each section.

   

• Session Confirmations - 

• Check Confirmed Checkbox - Make sure to check this option if you want the session's Confirmed checkbox to be updated immediately when the client has clicked the email link to confirm their session.

• Session Status - Choose a session status if you want the status of the session to automatically be changed when the client has clicked the email link to confirm their session.

• Landing Page - Choose whether you want your clients directed to a default landing page or a custom landing page on your own website.  

• Appointment Confirmations - 

• Check Confirmed Checkbox - Make sure to check this option if you want the appointment's Confirmed checkbox to be updated when the client has clicked the email link to confirm their appointment. 

• Landing Page - Choose whether you want your clients directed to a default landing page or a custom landing page on your own website.

3. Close your preferences when finished.

Creating a Confirmation Email

Use the Form Letter Builder or HTML Email Builder to create your confirmation emails. Here's how to create a form letter:

1. Go to Tools > Design Tools > Form Letter Builder. See also: Form Letter Builder

2. Click Add to create a new email/letter.

3. Choose the appropriate filter type from the drop-down list.
   
   

4. Click OK to open the editing screen.

5. Create the text of your email/letter.

6. To insert the confirmation link, place your cursor where you want the link and click Insert > Data Field > Online Booking and choose Session/Appointment Confirmation Link. 
   
   

7. Save your form letter when finished.

Sending Confirmation Emails

Send a Single Email

1. Open the session or appointment and go to the Communication tab of the ribbon.

2. Click the down arrow by New Email and open the Form Letter list.
   
   

3. Click on the confirmation email you created to open it.

4. You can fill in any additional information on the email and/or include an attachment.

5. Click Send when ready.

6. Your client will receive the email with a link.

7. If they click the confirmation link, they will be directed to a the default confirmation page (shown here) or your own custom page on your website.
   
   

8. The StudioPlus Mail Processor job in the Control Center will download the information the next time it runs and will update the appointment record.

Send Automatically with Triggers

NOTE: This feature is available in the Professional and Enterprise versions of both Spectra and myStratus Desktop.

Example:

Here's an example of how using confirmation emails and the automation features in Spectra/myStratus Desktop can eliminate hours of work! If you want to watch a detailed walk-through of this example, make sure you watch the Confirmation Emails video at the beginning of this topic.

1. Create a session status of "Waiting for confirmation" and set it as the initial status for new sessions. See also: Session Statuses

2. Create a Session Confirmation form letter (or HTML email) that includes a Session Confirmation Link.

   

3. Create a trigger that sends out session confirmation emails 4 days prior to the primary session date. See also: Triggers

4. Set up Spectra/myStratus Desktop to change the session status when the client clicks the confirmation link. (See Setup section at the beginning of this topic.)

5. Create another trigger that creates a phone call 1-2 days prior to the session date if the session has not been confirmed (or the session status is still "Waiting for confirmation").

6. Follow up with just the unconfirmed clients by phone.