Customisable email templates — your words, not the software’s
Subject and body rewritten by you, with placeholders replaced on sending.
The problem
An automatic email is recognisable a mile off. Neutral phrasing, software tone, information in an order that is not yours. The client works out they are talking to a system, and the attention they give the message drops accordingly.
The default text cannot suit everybody anyway. A practitioner seeing people at a clinic has to give the door code; someone who travels to clients needs the exact address; a salon wants to remind people to arrive without make-up. None of those sentences can be written in advance.
The information that matters before an appointment belongs to your trade. The email has to be able to carry it.
Without Kagenda
Your appointment is confirmed. Please arrive at the stated time.
With Kagenda
See you soon! The building code is 2547B — ring « Martin Practice » if needed.
How it works in Kagenda
Each kind of message has its template: confirmation, reminder, cancellation, change. You rewrite the subject and the body.
- You edit the textThe default message is the starting point. You change it, lengthen it, replace it entirely.
- You insert placeholdersMarkers such as client name, date, time or service are replaced by the real values at the moment of sending.
- The message keeps your visual identityYour business's logo and colours apply whatever text you write.
- A service can have its ownWhere a template exists for a particular service, it takes precedence over the general one for that service.
Notifications
Your appointment is confirmed
Hi Camille,
- Saturday 14 September at 10:00am
- Initial assessment
- Please arrive 10 minutes early
- Building code: 2547B
In practice
- 1
You start from the default message
You edit it, lengthen it, or replace it entirely — nothing is fixed.
Default messageYour version - 2
The variables stay current
Client name, date, time or service are replaced with the real values on sending, even if you change everything else.
VariablesName, date, time, service → real values on sending - 3
A service can have its own
When a per-service template exists, it takes priority over the general one, for that service only.
General templateService template
Frequently asked questions
Which placeholders are available?
The appointment details: client name, date, time, service, and the other fields offered in the editor. They are replaced on sending; the client never sees the marker.
What happens if I get a template wrong?
You can go back to the default message. The safest course is to send yourself a test booking after any significant change.
Can I write my emails in several languages?
The public interface is available in several languages and you choose which ones you offer. For a message genuinely suited to each language, prepare the matching text in your templates.
