Client notifications

Client notifications are the emails that go out to your clients on their own: the nudge when a quote has gone quiet, the reminder before a session, the check-in once it has healed. You set them up once and they run in the background while you tattoo.

They are separate from your own alerts. This page is about what your clients receive. For what Maelo tells you, see your own alerts.

Everything here lives under Settings, Notifications, Client Notifications.

Notifications are grouped by where they fall in a booking, and each group has its own numbered timeline with a count of how many are active.

• •Pre-Appointment, the lead-up. Quote Follow-up chases a quote that has had no response, and Appointment Reminder lands before the session.
• •Day of Appointment, sent on the morning itself.
• •Post-Appointment, the Healing Check-in, which carries your aftercare with it.
• •System Notifications, the ones triggered by something you did, covered further down.

Each row shows its timing in plain words, for example "1 day before appointment", and some carry a condition underneath, such as "Only sent if client hasn't responded". The switch on the row turns that one notification off without deleting it.

Tap a row to open it. You get an Edit and a Preview tab, so you can write on one side and see the real email on the other.

• •Email Subject is the line clients see in their inbox.
• •Email Title is the heading inside the email. Leave it blank and it reuses the subject.
• •Message is the body, with bold, italics and lists available.
• •Buttons are the links at the bottom. Use Insert Button to add one, tap its style chip to switch between primary and secondary, and the cross to remove it.
• •Timing sets how many days, and for appointment reminders how many hours, before or after the event it sends.

Finish with Save Changes. Closing without saving discards what you typed, and you are asked first, so an accidental tap does not cost you a message.

Variables are placeholders that fill themselves in per client. Put your cursor where you want one and use Insert Field, which groups them under Client, Artist, Project, Appointment and Links.

• •Client: {customer_firstname} and {customer_surname}.
• •Project and artist: {request_title} and {artist_handle}.
• •Appointment: {appointment_date}, {appointment_date_short} and {appointment_time}, all in your own timezone.
• •Links: a link to the request, an add-to-calendar link, and a contact link.

New Notification at the bottom of a timeline adds another one. Pick a kind to start from that template, or choose Custom Notification for a blank email you write yourself. A second reminder is the usual reason: one a week out, one the day before.

Anything you added can be deleted with the bin icon on the row, or from inside the editor on a phone. The ones Maelo set up for you cannot be deleted, only switched off, so you can always get back to a working timeline.

System notifications fire when you do something, rather than on a clock: a request comes in, you send a quote, you reschedule, a deposit lands. They are grouped under Requests & Quotes, Appointments, and Messages & Payments.

These are always on, because they carry information a client needs. What you can change is how they read. Click the pencil on any row to edit its Email Subject and Message, with the variables for that email listed as chips you can click to insert. Reset to default puts the original wording back.

Two are opt-in rather than automatic: the location change and studio move emails only send when you choose to notify clients at the time. And the decline email has no message field here, because you write that message in the decline window each time.