Overview: What are we talking about?
Gingr sends a variety of system-generated emails to your customers, each of which can be turned on or off by your business, and have customizable templates. These communications can include reservation and appointment communications, invoices, and report cards. This article will cover how to configure your app to send system-generated emails.
This article includes:
Email System-Wide Settings
Customizing Email Templates
Email Variables
Email Templates
Related Articles:
Helpful Hints: Before you begin.
- In Gingr, there are several types of automated communications from reminders, to invoices, and more. You can customize which messages are sent by Gingr and what they say.
- You can customize which messages are sent from the System Email Templates
- Before we get started, take some time to think about what kind of messages you want to send to your customers. Then carefully review and configure each of the settings described below.
- To change the status of a system-wide setting, click the toggle to move the setting into the desired position. Changing the position of a setting immediately changes the function of the setting. The system-wide Email settings include:
How to: Configure Email System-Wide Settings.
There are a couple of System SMS settings that affect all locations in your app. These settings can be found by navigating to Left-hand Navigation: Admin » System Email.
To change the status of a system-wide setting, click the toggle to move the setting into the desired position. Changing the position of a setting immediately changes the function of the setting. The system-wide Email settings include:
| Setting | Behavior | Helpful Hint |
| Default manual confirm |
Auto enables the "Confirm for Customer" checkbox when making a reservation for a customer. Sends reservation confirmation email template when enabled. |
|
| Email template button color | Change the color of the email template button. | |
| Email template signature | Text entered here will display at the bottom of all customer-facing, automated emails. | |
| Global email on | Allows emails to be sent from Gingr. | To prevent Emails from leaving your app before configuration is complete, keep this setting disabled until you've customized all Email templates. |
| Send employee schedule publish email | Automatically email staff when new employee schedule is published. | This setting requires that your app utilize Employee Scheduling. Visit this article to learn more. |
How to: Customizing Email Templates
There are several Email templates that can be sent from Gingr either automatically or at-will by a user with the appropriate group permissions. These templates can be customized by navigating to Left-hand Navigation: Admin » System Email.
There are several Email templates that can be sent from Gingr either automatically or at-will by a user with the appropriate group permissions. These templates can be customized by navigating to Left-hand Navigation: Admin » System Email.
- Locate the email template you want to edit and click the Pencil icon.
- Input the Reservation Type(s) for which you would like this email to be sent. If a Reservation Type isn't listed here then emails will not go out to customers who have made reservations of that type.
- Edit/write the text of this email and input allowable variables. Use the Field Guide below to learn what each variable means.
- Optionally, enter custom text to display in the email template's {action_url} button. If no text is entered here, the system will use the app's default text for the button. You can find each email template's button default text in the below table, in the row for {action_url}.
- Lastly, click the Save button.
Email Variables
Email templates may contain variables. Variables are the phrases contained within { }. Variables are translated into the appropriate information when emails are sent to your customers.
Important! Only the variables listed at the top of an Email template can be used in that template.
Email Variable Field Guide
| Variable | Translates As | Helpful Hint |
| {first_name} | first name of the customer | |
| {last_name} | last name of the customer | |
| {animal_name} | the pet's name | |
| {start_date} | the start date and start time of the reservation | |
| {end_date} | the end date and end time of the reservation | |
| {reservation_type} | the name of the reservation type | |
| {services} | any additional services and service options that have been added to the reservation | |
| {vaccination_expiration_date} | a list of the pet's required vaccinations and their expiration dates | |
| {location_name} | the name of your business as set in your Location settings | |
| {location_address_1} | the first line of your location's address as set in your Location settings | |
| {location_address_2} | the second line of your location's address as set in your Location settings | |
| {location_city} | your location's city as set in your Location settings | |
| {location_state} | your location's state or region as set in your Location settings | |
| {location_zip} | your location's zip or postal code as set in your Location settings | |
| {location_phone} | your location's zip or postal code as set in your Location settings | |
| {location_phone} | your location's phone number as set in your Location settings | |
| {location_fax} | your location's fax number as set in your Location settings | |
| {location_email} | your location's email address as set in your Location settings | |
| {location_hours} | your location's hours as set in your Location settings | |
| {total_cost} | a total for the reservation not including automated discounts or services added. | we recommend not using this variable if you have automated discounts set up in your app |
| {opt_out_url} | a hyperlinked web address the customer can click to opt themselves out of further automated emails | |
| {action_url} | varies depending on the email or SMS the variable appears in:
|
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| {cancel_url} | a button the customer can click to cancel their reservation | |
| {confirm_url} | a button the customer can click to confirm their reservation | |
| {cancellation_reason} | inputs the cancellation reason chosen when the reservation is canceled or rejected | |
| {total} | the total amount of an invoice (add a dollar/currency sign before this variable; e.g. ${total}) | |
| {deposit_amount} | the total amount for a reservation's required deposit | |
| {paid_amount} | the amount a customer has already paid for a reservation's required deposit | |
| {balance_remaining} | the unpaid amount for a reservation's deposit | |
| {report_card_title} | *this variable is not currently in use - do not use it* | |
| {reservation_type_custom_text} |
the custom email text you created for this reservation type/ service when you configured the reservation type/ service. For more information on setting this up, see this article | To set up this custom email text: Navigate to Left-hand Navigation: Admin » Reservation Types and Services Configuration » Edit a reservation type and modify the "Email Custom Tex » Email Custom Text field |
| {created_at} | the date and time a report card or employee notification was created | |
| {username} | the name of the employee being emailed | |
| {subject} | the subject/s of employee notifications being emailed about | |
| {task} | the name of a task added to an employee's individual To-Do list | |
| {estimate_url} | in any reservation-related email template, you use this variable to input a link to the reservation's estimate. | {action_url} is used to input a link to the estimate in the Reservation Estimate email template. {estimate_url} is used in other reservation-related templates. |
| {service_dropoff_times} | in appointment-based services, you use this variable to add the drop-off times for that service. | These times are input on the service: Left-hand Navigation: Admin » Reservation Types and Services Configuration |
| {class_name} | displays a group class name | |
| {class_description} | displays the description for a group class (including text formatting and images) | |
| {package_name} | displays the name of the package | |
| {package_price} | displays the price of the package | |
| {class_dates} | displays a bullet-pointed list of all class dates, including start and end times | |
| {first_class_start} | displays the first class's date and start time | |
| {last_class_end} | display's the first class's date and end time | |
| {current_balance} | This variable displays the dollar amount of the customer’s balance, indicating whether the balance is a credit or money owed. | E.g. “$100.00 credit” and “$100.00 owed” |
Email Templates Field Guide
Reservation Email Template
| Behavior | Variables | |
| Send Reservation Survey Email | Sends an email with a survey to your customers after they check out. For more information on this, see this article. | {first_name} {last_name} {animal_name} {start_date} {end_date} {location_name} {location_address_1} {location_address_2} {location_city} {location_state} {location_zip} {location_phone} {location_fax} {location_email} {location_hours} {total_cost} {opt_out_url} {action_url} {cancel_url} {estimate_url} {reservation_type} {reservation_type_custom_text} {current_balance} |
| Reservation Checked In Email | Sends an email to your customers when their reservation checks in. |
{first_name} {last_name} {animal_name} {start_date} {end_date} {location_name} {location_address_1} {location_address_2} {location_city} {location_state} {location_zip} {location_phone} {location_fax} {location_email} {location_hours} {total_cost} {opt_out_url} {action_url} {cancel_url} {estimate_url} {reservation_type} {services} {vaccine_expiration_date} {reservation_type_custom_text} {services_custom_text} {current_balance}
|
| New Reservation Email |
Sends customers an email when a new reservation is created from the business side of Gingr from the new reservation page (not a reservation request from the customer portal). If the Reservation Confirmation Email is on for the selected reservation type and you confirm the reservation at the time of booking, ONLY the Reservation Confirmation Email template will send. |
{first_name} {last_name} {animal_name} {start_date} {end_date} {location_name} {location_address_1} {location_address_2} {location_city} {location_state} {location_zip} {location_phone} {location_fax} {location_email} {location_hours} {total_cost} {opt_out_url} {action_url} {cancel_url} {estimate_url} {reservation_type} {services} {vaccine_expiration_date} {reservation_type_custom_text} {services_custom_text} {current_balance} {reservation_dropoff_times} |
| New Appointment Email | Sends customers an email when a new reservation is created from the business side of Gingr from the new appointment page (not an appointment request from the customer portal). | {first_name} {last_name} {animal_name} {start_date} {end_date} {location_name} {location_address_1} {location_address_2} {location_city} {location_state} {location_zip} {location_phone} {location_fax} {location_email} {location_hours} {total_cost} {opt_out_url} {action_url} {cancel_url} {estimate_url} {reservation_type} {services} {vaccine_expiration_date} {reservation_type_custom_text} {services_custom_text} {current_balance} |
| Reservation Edit Email | Sends customers an email when an existing reservation is edited. | {first_name} {last_name} {animal_name} {start_date} {end_date} {location_name} {location_address_1} {location_address_2} {location_city} {location_state} {location_zip} {location_phone} {location_fax} {location_email} {location_hours} {total_cost} {opt_out_url} {action_url} {cancel_url} {estimate_url} {reservation_type} {services} {vaccine_expiration_date} {reservation_type_custom_text} {current_balance} |
| Reservation Checkout Email | Sends an email to customers whenever one of their pet’s reservations checks out. | {first_name} {last_name} {animal_name} {location_name} {location_address_1} {location_address_2} {location_city} {location_state} {location_zip} {location_phone} {location_fax} {location_email} {location_hours} {opt_out_url} {reservation_type} {start_date} {end_date} {vaccine_expiration_date} {reservation_type_custom_text} {services_custom_text} {action_url} {current_balance} |
| Reservation Confirmation Email |
Sends an email to customers whenever their pet's reservation is confirmed. If both the New Reservation template and the Reservation Confirmation Email are on for the selected reservation type and you confirm the reservation at the time of booking, ONLY the Reservation Confirmation Email template will send. |
{first_name} {last_name} {animal_name} {start_date} {end_date} {location_name} {location_address_1} {location_address_2} {location_city} {location_state} {location_zip} {location_phone} {location_fax} {location_email} {location_hours} {total_cost} {opt_out_url} {action_url} {cancel_url} {estimate_url} {reservation_type} {vaccine_expiration_date} {reservation_type_custom_text} {current_balance} |
| Reservation Cancelation Emails (click the Pencil icon to see all email options) |
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{first_name} {last_name} {animal_name} {start_date} {end_date} {location_name} {location_address_1} {location_address_2} {location_city} {location_state} {location_zip} {location_phone} {location_fax} {location_email} {location_hours} {total_cost} {opt_out_url} {action_url} {cancel_url} {estimate_url} {cancellation_reason} {vaccine_expiration_date} {current_balance} |
| Reservation Request Rejection Email | Sends an email to customers whenever one of their reservation requests is rejected by your facility from the "Requested" tab of the Dashboard. Will also send if you reject a reservation from the waitlist only if the reservation is created by the customer and the Waitlist email is not enabled. | {first_name} {last_name} {animal_name} {start_date} {end_date} {location_name} {location_address_1} {location_address_2} {location_city} {location_state} {location_zip} {location_phone} {location_fax} {location_email} {location_hours} {total_cost} {opt_out_url} {action_url} {cancel_url} {estimate_url} {cancellation_reason} {vaccine_expiration_date} {current_balance} |
| Reservation Reminder Email | Triggered automatically at a set number of minutes before a reservation's start time. This is configured for each reservation type from Admin » Reservation Types and Services Configuration. See more information on setting this up below. | {first_name} {last_name} {animal_name} {start_date} {end_date} {location_name} {location_address_1} {location_address_2} {location_city} {location_state} {location_zip} {location_phone} {location_fax} {location_email} {location_hours} {total_cost} {opt_out_url} {reservation_url} {cancel_url} {estimate_url} {reservation_type} {reservation_type_custom_text} {services_custom_text} {action_url} {current_balance} |
| Group Class Enrollment Email | Sends customers an email when they are enrolled in a group class. | {first_name} {last_name} {animal_name} {location_name} {location_address_1} {location_address_2} {location_city} {location_state} {location_zip} {location_phone} {location_fax} {location_email} {location_hours} {opt_out_url} {action_url} {class_name} {class_description} {reservation_type} {package_name} {package_price} {first_class_start} {last_class_end} {class_dates} {current_balance} |
| New Standing Reservation Email |
Sends an email to your customers when the client is set up with a standing reservation by the business.
|
{first_name} {last_name} {animal_name} {end_date} {location_name} {location_address_1} {location_address_2} {location_city} {location_state} {location_zip} {location_phone} {location_fax} {location_email} {location_hours} {opt_out_url} {vaccine_expiration_date} {current_balance} |
| New Waitlist Email | Sends an email to a customer when they have a newly waitlisted reservation. | {first_name} {last_name} {animal_name} {start_date} {end_date} {location_name} {location_address_1} {location_address_2} {location_city} {location_state} {location_zip} {location_phone} {location_fax} {location_email} {location_hours} {total_cost} {opt_out_url} {action_url} {cancel_url} {estimate_url} {reservation_type} {services} {vaccine_expiration_date} {reservation_type_custom_text} {current_balance} |
| Ready for Pickup Email | This email goes out when you manually send a ready for pickup email. | |
| Report Card Email | This email goes out with report cards. | {first_name} {last_name} {animal_name} {location_name} {location_address_1} {location_address_2} {location_city} {location_state} {location_zip} {location_phone} {location_fax} {location_email} {location_hours} {created_at} {opt_out_url} {action_url} {report_card_title} {vaccine_expiration_date} {current_balance} |
| Confirmation Request Email | This email goes out with confirmation requests sent manually. | {first_name} {last_name} {animal_name} {start_date} {end_date} {location_name} {location_address_1} {location_address_2} {location_city} {location_state} {location_zip} {location_phone} {location_fax} {location_email} {location_hours} {total_cost} {opt_out_url} {confirm_url} {cancel_url} {estimate_url} {reservation_type} {vaccine_expiration_date} {reservation_type_custom_text} {services_custom_text} {action_url} {current_balance} |
| New Wait List Reservation Email | Sends an email to a customer when they have a newly waitlisted reservation. |
{first_name} {last_name} {animal_name} {start_date} {end_date} {location_name} {location_address_1} {location_address_2} {location_city} {location_state} {location_zip} {location_phone} {location_fax} {location_email} {location_hours} {total_cost} {opt_out_url} {action_url} {cancel_url} {estimate_url} {reservation_type} {services} {vaccine_expiration_date} {reservation_type_custom_text} {current_balance} |
Deposit Templates
| Behavior | Variables | |
| New Deposit Email (click the Pencil icon to see all email options) |
|
{first_name} {last_name} {animal_name} {start_date} {end_date} {location_name} {location_address_1} {location_address_2} {location_city} {location_state} {location_zip} {location_phone} {location_fax} {location_email} {location_hours} {balance_remaining} {deposit_amount} {paid_amount} {opt_out_url} {action_url} {cancel_url} {estimate_url} {reservation_type} {vaccine_expiration_date} {reservation_type_custom_text} {current_balance} |
| Deposit Collected Email | Send an email to the customer once payment for a deposit has been made. |
Estimate, Invoices, and Payments Templates
| Behavior | Variables | |
| Reservation Estimate Email | This email goes out when manually sent reservation estimates to customers. | {first_name} {last_name} {animal_name} {start_date} {end_date} {location_name} {location_address_1} {location_address_2} {location_city} {location_state} {location_zip} {location_phone} {location_fax} {location_email} {location_hours} {opt_out_url} {action_url} {reservation_type} {reservation_type_custom_text} {current_balance} |
| Invoice Email |
If toggled on, sends automatically when a new invoice is opened without payment. This email can also be sent manually (even with the toggle off) by clicking the email icon next to anywhere you can see the invoice listed, such as the Owner profile or on Invoice lists, as well as on the invoice itself. |
{first_name} {last_name} {start_date} {end_date} {location_name} {location_address_1} {location_address_2} {location_city} {location_state} {location_zip} {location_phone} {location_fax} {location_email} {location_hours} {opt_out_url} {action_url} {total} {current_balance} |
| Payment History Email | Sends when sending a customer their payment history. | {first_name} {last_name} {location_name} {location_address_1} {location_address_2} {location_city} {location_state} {location_zip} {location_phone} {location_fax} {location_email} {location_hours} {opt_out_url} {action_url} {current_balance} |
Administrative Templates
| Behavior | Variables | |
| Agreement Signed Email | Sends when a new agreement is signed. | {first_name} {last_name} {location_name} {location_address_1} {location_address_2} {location_city} {location_state} {location_zip} {location_phone} {location_fax} {location_email} {location_hours} {opt_out_url} {action_url} {agreement_name} {agreement_text} {signed_at} {current_balance} |
| Employee To-Do Email | Sends an email to employees whenever there is a new todo list item added by an Admin. | |
| New Lead Form Submission Email | Sends when a new lead is submitted. | |
| Email Address Confirmation Email | Sends when an email address needs to be confirmed. | |
| Unread Notifications Email |
Sends when you have unread notifications. |
|
| Password Reset Email | Sends when you reset your password. | {first_name} {last_name} {location_name} {location_address_1} {location_address_2} {location_city} {location_state} {location_zip} {location_phone} {location_fax} {location_email} {location_hours} {opt_out_url} {action_url} {current_balance} |
| New Customer Registration Email | Sends an email to new customers whenever they complete their initial online registration. | {first_name} {last_name} {animal_name} {location_name} {location_address_1} {location_address_2} {location_city} {location_state} {location_zip} {location_phone} {location_fax} {location_email} {location_hours} {opt_out_url} {action_url} {reset_password_url} {current_balance} |
Other Templates
| Behavior | Variables | |
| Package Expiration Reminder Email | Sends an email when a package has a certain number of credits left or is a certain number of days from expiring. | {first_name} {last_name} {location_name} {location_address_1} {location_address_2} {location_city} {location_state} {location_zip} {location_phone} {location_fax} {location_email} {location_hours} {opt_out_url} {expiration_date} {number_remaining} {total_number_remaining} {package_name} {action_url} {current_balance} |
| Immunization Reminder Email | Sends an email to your customers a reminder to update their pet’s immunizations when they are 30 days from expiring. | {first_name} {last_name} {animal_name} {location_name} {location_address_1} {location_address_2} {location_city} {location_state} {location_zip} {location_phone} {location_fax} {location_email} {location_hours} {opt_out_url} {vaccine_expiration_date} {action_url} {current_balance} |
| New Online Retail Order Received | Sends customers an email when they have submitted a new online retail order through the customer portal. | {first_name} {last_name} {start_date} {end_date} {location_name} {location_address_1} {location_address_2} {location_city} {location_state} {location_zip} {location_phone} {location_fax} {location_email} {location_hours} {opt_out_url} {action_url} {total} {current_balance} |
| Online Retail Order Ready for Pickup | Sends an email to your customer when their online retail order has been marked as “ready for pickup”. |
Setting up Reminder Emails
Reminder emails allow you to remind your customers about an upcoming booking automatically by triggering an email about the booking a certain number of minutes before their reservation is expected to start.
Once you have your Reminder Email template set up and enabled, you will want to update the settings under the Reservation Types that you would like Gingr to send this for and tell Gingr when you want these messages to send.
Helpful Hint!: You can enable both a Reminder Email and a Reminder SMS for each reservation type if you wish! This allows you to send reminders with two different delivery methods, and at two different times if you would like.
- Navigate to Admin » Reservation Types and Services Configuration.
- Select the applicable Booking Category
- Select the Reservation Type that you would like to enable Reminder Emails for
- Click 'Edit Settings'
- Select the 'Communication Options' Settings
- Enter a number in minutes (greater than 120) prior to the start of the booking where the pet parent should receive an email reminder in the "Email Reminder Minutes Before Start" field.
- Save!
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