Creating Appointment Emails

📋 Video Summary:

This video walks you through how to create custom appointment email templates in PhoneBurner. These emails are automatically sent to contacts when you schedule an event on your PhoneBurner calendar, ensuring timely follow-up and a professional touch without extra effort.

Key Steps Covered:

1. Scheduling Appointments with Email Notifications:

   • During or outside of a dial session, click Actions > Schedule Appointment.

   • You can trigger an appointment email to be sent once the event is scheduled.

2. Creating a Custom Appointment Email:

   • Go to Settings > Email > Appointment Emails.

   • Click “Add Appointment Email” to start a new template.

3. Building the Template:

   • Name: Internal label (e.g., “Custom New AP”).

   • Description: Optional internal notes.

   • Subject Line: Seen by the recipient. Personalize with merge codes (e.g., "Looking forward to our meeting, {{Recipient First Name}}").

   • Message Body:

     • Personalize with merge fields like the contact’s name.

     • Add event date/time.

     • Use sender merge fields so templates are team-friendly.

     • Optionally include a custom email signature.

     • You can also insert images, hyperlinks, or SmartSender content.

4. Saving and Using Your Template:

   • Once saved, the template appears in your list of available appointment emails.

   • When you create an event for a contact, you’ll have the option to select your custom email from a dropdown.

   • The email will be triggered automatically and logged in the contact’s activity history.

This helps ensure professional, consistent follow-up for meetings and appointments—without extra steps.

🏷️ Tags:
appointment emails, email templates, PhoneBurner CRM, scheduling automation, email personalization, calendar events, merge codes, smart sender, outbound sales, contact engagement

🧹 Cleaned-Up Transcript:

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Hello there! As you're powering through calls or working in PhoneBurner CRM, you’ll likely come across times when you want to schedule an appointment for a contact—and automatically send them a confirmation email.

Here’s how to create custom appointment emails that trigger when you schedule an event.

Step 1: Schedule an Appointment

Whether you're in a dial session or just working in your contact list:

• Click Actions > Schedule Appointment.

• You'll see an option to send an appointment email when the event is created.

But what if you want to customize that email? Let’s build one!

Step 2: Create a Custom Appointment Email

• Go to Settings (top-right corner).

• Click Email under settings.

• On the left, select Appointment Emails.

Click the orange “Add Appointment Email” button.

Step 3: Build Your Email Template

Name

• Internal name (e.g., “Custom New AP”)

• This name appears in the dropdown when scheduling an appointment.

Description

• Optional note for internal context.

Subject Line

• This is what your contact will see.

• You can personalize it with merge codes (e.g., “Looking forward to our meeting, {{Recipient First Name}}”).

Message Body

• Start with a greeting and personalize with the contact’s name.

• Include the event date and time using merge codes:

  "We are booked for {{Event Date}} at {{Event Time}}."

• Add your name or, better yet, use sender merge codes so it adjusts depending on who’s sending:

  {{Sender First Name}} {{Sender Last Name}}

• Use a custom signature with one merge code instead of inserting all info manually:

  {{Signature}}

Optional Extras:

• Insert images, clickable hyperlinks, or SmartSender content.

Once finished, click Save.

Step 4: Use the Email Template

Now go back to Contacts, open a contact, and click Add Event.

• Select a date/time.

• Choose your custom email from the dropdown.

• When saved, the email is automatically sent and logged in the contact’s activity history.

Example:

“Sent an appointment email to Tiffany”
Includes her name, the event date/time, and your custom signature.

And that’s it! You’ve now created a custom appointment email that helps keep your outreach professional and automated.

I hope this helps you and your team get more done in less time using the power of PhoneBurner.

Thanks for watching—and happy dialing!

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