How to Add Scheduler Email Automations

PhotoBiz Scheduler Email Automations

Overview

PhotoBiz Email Automations help you automatically send appointment reminders and follow-up messages to clients who book through Scheduler. You can add an Email Automation series while creating a new Scheduler service or assign one to an existing service.

The fastest and easiest way to get started is to assign one of the predesigned Scheduler email series included with your PhotoBiz account. These series already include email content and delivery timing, so you do not need to create an automation from scratch.

This guide explains how to assign an Email Automation series to a new or existing Scheduler service. It also covers the included series, what clients receive, and how to customize your automations when needed.

STEP ONE

This opens the Scheduler Dashboard, where you can manage your services, appointments, availability, and Scheduler settings.

STEP TWO

Click SERVICES at the top of the Scheduler Dashboard.

The Services page displays the Scheduler services currently available in your account.

STEP THREE

To create a new Scheduler service, click NEW SERVICE. To update an existing service, click the name of the service you want to edit. You can use the search bar to find a service if you have multiple services set up.

Complete the required service information if you are creating a new service.

STEP FOUR

Click EMAIL AUTOMATION in the right-side menu of the service editor.

Select the Email Automation series you want to assign to the service. You can choose one of the predesigned Scheduler series included with your account or a custom series you created.

Most users can begin by selecting a predesigned series without editing its emails or creating a new series.

FINAL STEP

Complete any remaining required service settings, then click SAVE CHANGES.

If the selected series contains inactive emails, PhotoBiz will ask whether you want to activate all emails in the series.

Click YES, ACTIVATE ALL EMAILS to activate every email. Click NO, DON’T CHANGE THEM if you want the inactive emails to remain inactive.

The Email Automation series is now assigned to the Scheduler service. Clients who book the service will receive each active email when its configured trigger requirements are met.

Eligible automation emails are processed once daily beginning at 9:00 AM in your account’s time zone.

Choosing an Email Automation Series

Your PhotoBiz account includes predesigned Scheduler email series that are ready to assign. Using a predesigned series is the simplest option because the email content and trigger timing are already configured.

You can use a predesigned series as provided or customize it to match your brand and client communication style.

Create a custom series only when you need different email types, messages, or delivery timing.

For complete instructions on building and editing series, see How to Set Up Email Automation.

Predesigned Scheduler Email Series

PhotoBiz includes two predesigned Email Automation series for Scheduler. Each series is designed for a different appointment follow-up workflow.

Appointment Reminder Series

This series includes three appointment reminders:

Appointment Reminder — 2 weeks before the appointment
Appointment Reminder — 1 week before the appointment
Appointment Reminder — 1 day before the appointment

Choose this series when you want to remind clients about upcoming appointments without sending a testimonial request afterward.

Appointment Reminder & Testimonial Series

This series includes three appointment reminders and one follow-up message:

Appointment Reminder — 2 weeks before the appointment
Appointment Reminder — 1 week before the appointment
Appointment Reminder — 1 day before the appointment
Testimonial Request — 2 days after the appointment

Choose this series when you want to remind clients before their appointments and automatically request feedback afterward.

What Your Clients Will Receive

When a client books a Scheduler service, PhotoBiz uses the Email Automation series assigned to that service to determine which scheduled emails the client should receive.

Scheduler automation emails can automatically include booking information such as:

Service name
Client name
Appointment date
Appointment time
A link to add the appointment to a calendar
A VIEW BOOKING button for reviewing appointment details

PhotoBiz pulls these details from the client’s booking when the email is prepared. You do not need to manually enter appointment information for each client.

The messages a client receives depend on the active emails and trigger timing configured in the assigned series.

Thank You Message vs. Email Automations

Each Scheduler service includes a Thank You Message that is sent immediately after a client completes a booking.

The Thank You Message is separate from Email Automations. It does not follow the trigger timing configured in an Email Automation series.

To edit the Thank You Message, click SCHEDULER, click SERVICES, open the service, and click THANK YOU MESSAGE.

The Thank You Message sends immediately after booking. Email Automation messages send later based on their configured triggers.

Creating or Customizing a Scheduler Email Series

You can manage Scheduler email series from the Marketing Dashboard.

Click MARKETING in the left-side menu, click EMAIL AUTOMATION, and then click SCHEDULER.

The Scheduler Email Automation section includes:

The predesigned series included with your account
Custom series you have created
Options for creating a new series

When creating a series, you can begin with one of the preconfigured Scheduler series or select CUSTOM SERIES to start from scratch.

A Custom Series requires an internal title. Clients will not see this title. Use a clear, descriptive name so you can identify the series when assigning it to a Scheduler service.

Each automation email includes three settings areas:

Details: Choose the email type, trigger timing, and active status.
Content: Edit the subject line, email body, and optional preheader text.
Recipients: Scheduler emails are sent to the client who booked the appointment.

An automation email must be active before it can send.

Scheduler Email Types and Trigger Options

You can use the following email types when creating or customizing a Scheduler Email Automation series:

Appointment Reminder: Sends before an upcoming appointment.
Testimonial Request: Sends after an appointment to request client feedback.
Book Soon Reminder: Sends after an appointment to encourage the client to schedule another service.
General Message: Sends before or after an appointment for other client communications.

Available timing options include:

1 to 90 days
1 to 3 weeks
1 to 12 months

The available before-or-after appointment setting depends on the email type you select.

Monthly Marketing Email Allowance

Every PhotoBiz account includes up to 10,000 marketing emails per month. Marketing Campaigns and Email Automations share this monthly allowance.

For example, newsletter emails sent through Marketing Campaigns and appointment reminders sent through Scheduler Email Automations count toward the same allowance.

Email Automations will not send to email addresses that have unsubscribed or bounced.

Helpful Notes

Assigning a predesigned series is the fastest way to start using Scheduler Email Automations.
You can assign a series while creating a new service or editing an existing service.
A series must be assigned to the service before its emails can send.
Only active emails are eligible to send.
Eligible emails are processed once daily beginning at 9:00 AM in your account’s time zone.
Each automation email sends once per qualifying appointment.
Editing an active series can affect future emails that have not yet been processed.
You can assign different Email Automation series to different Scheduler services.

Troubleshooting & FAQs

Why is an automation email not sending?

Confirm that the correct Email Automation series is assigned to the Scheduler service. You should also verify that the individual email is active and that its trigger timing matches the appointment date.

Eligible emails are processed once daily beginning at 9:00 AM in your account’s time zone. An email may not send immediately when its trigger requirements are met.

Why did the client not receive an appointment reminder?

Confirm that the client entered a valid email address when booking. You should also check that the email address has not unsubscribed or bounced.

Review the appointment date and the email’s trigger timing. For example, an email configured to send two weeks before an appointment cannot send when the appointment is booked fewer than two weeks in advance.

Do I need to create a custom series?

No. You can assign one of the included predesigned Scheduler email series without creating or customizing a series.

Create a custom series only when you need different messages, email types, triggers, or delivery timing.

What happens if I click No, Don’t Change Them?

The Email Automation series will remain assigned to the Scheduler service, but any inactive emails will stay inactive. Those emails will not send until you activate them.

Can I use different series for different Scheduler services?

Yes. You can assign a different Email Automation series to each Scheduler service.

This allows you to use different reminders and follow-up messages based on the type of appointment a client books.

Does the Scheduler Thank You Message count as an automation email?

No. The Thank You Message is part of the Scheduler service and is sent immediately after a client completes a booking.

Email Automation messages are separate and follow the triggers configured in the assigned series.

Why can’t I assign an Email Automation series?

Your PhotoBiz account must be verified before you can assign an Email Automation series to a Scheduler service. Contact PhotoBiz Support for help completing account verification.

Need Help?

Support Hours: Monday to Friday, 9am to 6pm EST

Phone: 866.463.7620

Support Channels: Phone, Live Chat, Support Ticket

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