Message Templates
Templates define what your notification emails and SMS messages say. Attendara provides ready-made presets you can use immediately, or you can write fully custom templates with dynamic variables that are replaced with real appointment data when sent.
Template variables
Use these placeholders in your templates. Attendara replaces them with the actual values when sending each notification:
| Variable | Group | Replaced with |
|---|---|---|
{{CLIENTNAME}} | Customer | The customer's name (the person receiving the notification) |
{{CLIENTEMAIL}} | Customer | The customer's email address |
{{CLIENTNUMBER}} | Customer | The customer's phone number |
{{LABEL}} | Event | The calendar event title / appointment label |
{{LOCATION}} | Event | Location from the calendar event |
{{STATUS}} | Event | Current appointment status (e.g. pending, confirmed) |
{{STARTDATE}} | Date & Time | Appointment date (formatted for the configured locale) |
{{STARTTIME}} | Date & Time | Appointment start time |
{{ENDDATE}} | Date & Time | Appointment end date |
{{ENDTIME}} | Date & Time | Appointment end time |
{{TIMEZONEIANA}} | Timezone | IANA timezone name (e.g. Europe/London) |
{{TIMEZONEABBREVIATION}} | Timezone | Timezone abbreviation (e.g. GMT, EST) |
{{TIMEZONENAME}} | Timezone | Human-readable timezone name |
{{CONFIRMLINK}} | Management | One-click URL the customer uses to confirm |
{{CANCELLINK}} | Management | One-click URL the customer uses to cancel |
{{MANAGEMENTLINK}} | Management | URL to the customer self-service page (confirm, cancel, view, update details) |
{{BUSINESSNAME}} | Business | Your company name (from Company Profile) |
{{BUSINESSEMAIL}} | Business | Your company email address |
{{REVIEWLINK}} | Business | Your review link URL (set in Company Profile) |
Labeled link variables
The link variables — {{CONFIRMLINK}}, {{CANCELLINK}}, {{MANAGEMENTLINK}}, and {{REVIEWLINK}} — can also take an optional label after a colon.
{{CONFIRMLINK}}→ inserts the raw URL{{CONFIRMLINK:Confirm appointment}}→ uses Confirm appointment as the visible text{{REVIEWLINK:Leave a review}}→ uses Leave a review as the visible text
When sent as an email, the labeled form becomes a clickable text link. When sent as an SMS, it becomes Confirm appointment: https://....
The same syntax works for all link variables, for example {{CANCELLINK:Cancel appointment}} or {{MANAGEMENTLINK:Manage appointment}} or {{REVIEWLINK:Leave a review}}.
Custom field variables
Each custom field you define creates a variable using its auto-generated ID. The variable is simply {{fieldId}} — for example, a field with the ID serviceType becomes {{serviceType}}. You can see the field ID in Settings → Custom Fields.
Email templates
Email templates have two parts:
- Subject line — The email subject. Can include variables (e.g.
Your appointment on {{STARTDATE}}). The subject field is shown when the rule's delivery medium is Email, or when the medium is SMS and Fallback medium is enabled (so that a fallback email can also be sent). - Body — The email body. Variables are replaced before the email is rendered, so labeled link variables such as
{{CONFIRMLINK:Confirm appointment}}or{{REVIEWLINK:Leave a review}}become proper clickable links in the final email.
Example: Please {{CONFIRMLINK:confirm your appointment}} before the visit.
SMS templates
SMS templates use plain text only. Keep them concise — a standard SMS is 160 characters. If your message is longer, it is sent as a multi-part SMS, which costs more credits.
A good SMS reminder example:
Hi! Reminder: your appointment with {{BUSINESSNAME}} is on {{STARTDATE}} at {{STARTTIME}}.
{{CONFIRMLINK:Confirm appointment}} | {{CANCELLINK:Cancel appointment}} If you prefer, you can still use the plain form {{CONFIRMLINK}} in SMS templates. That inserts just the URL without any label text.
Preset templates
Attendara includes preset templates for common notification types:
- Initial Confirmation — Sent after creation; asks the customer to confirm.
- Reminder — Sent before the appointment; includes confirm and cancel links.
- Review Request — Sent after the appointment; asks for feedback.
- Reschedule Notification — Tells the customer their appointment has moved.
- Cancellation Notification — Confirms the appointment has been cancelled.
Presets are available in multiple languages and match the language configured in your account preferences.
Previewing a template
Click Preview in the template editor to see how the notification will look with sample data substituted for the variables. The preview shows the email subject and body (or SMS text) exactly as the customer will receive it.
Multilingual templates
If you serve customers in multiple languages, create separate templates for each language. Attendara selects the template matching the customer's Preferred language (set on their profile). If no template exists for that language, the rule's default template is used.