Reminder templates and placeholders

Edit the emails and texts your clients receive before and after an appointment, and use placeholders so each message fills in the right name, time and meeting details.

Updated September 12, 2026

Open this in the app

Every artist starts with a set of reminder templates: a series for tattoo sessions (30 days, 14 days, 1 week, 3 days and 2 days before; 1 hour before; aftercare; a thank-you; a healed-photo request) and a separate, shorter series for consultations (3 days, 1 day and 1 hour before; a thank-you the day after). You can edit any of them, switch one off, or add your own.

Where to edit

Open Reminders in the app. Each template has a name, when it sends (before or after the appointment), the channel (email, text, or both), an email subject and body, and a text-message body. Save, and the change applies to every reminder that has not been sent yet — reminders are filled in at the moment they go out, so you do not need to re-book anything.

Placeholders

A placeholder is written between double curly braces and is replaced with the real value when the message is sent. The Available Variables box on the edit screen lists them all. The ones most templates use:

Placeholder	Fills in with
`{{client.firstName}}`	The client's first name
`{{artist.displayName}}`	Your name as shown to clients
`{{appointment.date}}`	The date, for example Monday, January 15, 2026
`{{appointment.time}}`	The time with its time zone, for example 2:00 PM MDT
`{{appointment.duration}}`	The length of the appointment
`{{appointment.location}}`	Where it happens — see below
`{{shop.name}}`, `{{shop.phone}}`, `{{shop.address}}`	Your studio's details

The time always carries its time zone so a client travelling from elsewhere reads the right hour.

How the location placeholders work for phone and video consultations

A consultation can happen in person, by phone call, or by video call (see Consultations: phone, video and in person). The location placeholders adapt to that choice, so one template serves all three:

Placeholder	In person	Phone call	Video call
`{{appointment.locationLabel}}`	Location	How you'll meet	How you'll meet
`{{appointment.location}}`	The studio address (or the event type's own location)	"Phone call — artist will call you at your appointment time."	"Video call — Join here: link" when you have set a video call link; otherwise that the artist will send a link
`{{appointment.modality}}`	in person	phone call	video call
`{{appointment.meetingInstruction}}`	empty	"Keep your phone nearby at the appointment time."	"Join the video link a minute or two early."
`{{appointment.meetingLink}}`	empty	empty	The video call link, or empty

The recommended line for a template is therefore:

{{appointment.locationLabel}}: {{appointment.location}}

It prints Location: 12 Example St for a studio visit and How you'll meet: Phone call — Alex will call you at your appointment time. for a phone consultation. A street address is never printed for a phone or video consultation.

Showing text only for some appointments

Wrap a passage in a condition block and it is kept only when the condition applies; otherwise it is removed entirely, including its placeholders.

Block	Kept for
`{{#if:in_person}} … {{/if}}`	In-person appointments
`{{#if:remote}} … {{/if}}`	Phone and video consultations
`{{#if:phone}} … {{/if}}`	Phone consultations
`{{#if:video}} … {{/if}}`	Video consultations

For example, in a consultation reminder:

{{#if:in_person}}Bring your ID and your reference images.{{/if}}
{{#if:remote}}Have your reference images ready to text or email.{{/if}}
{{#if:video}}{{appointment.meetingInstruction}} {{appointment.meetingLink}}{{/if}}

Blocks cannot be nested inside one another. A block name that is not in the table is removed along with its contents.

Consultation reminders use their own wording

The consultation series is written for a consultation, whichever way it happens: it asks the client to have reference images and questions ready, and ends with "Talk soon!". It never asks a client to eat a meal, bring aftercare supplies or prepare for a tattoo session — that wording belongs to the tattoo series only, and a consultation is never sent tattoo reminders. If you had edited a consultation template yourself, your wording is kept as you wrote it.

Text messages

Text-message bodies are short and the same for every way of meeting. Every text ends with a line telling the client how to stop receiving texts; keep that line in any text you write.