Setting Up Email Automation for the Scheduler

PhotoBiz Scheduler Email Automations

Overview

Scheduler Email Automations allow you to automatically send emails to clients before or after their appointments. These emails help you remind clients about upcoming sessions, follow up after appointments, and request testimonials.

PhotoBiz includes pre-built email series that are ready to use, so you can get started quickly without building emails from scratch. You can also customize these emails or create your own series to match your workflow.

In this guide, you will learn how to access Scheduler Email Automations, customize or create an email series, and assign it to your Scheduler services.

Prerequisites

Before you begin, make sure:

You have at least one Scheduler service created
Your account is verified to send automated emails
At least one email in your series is set to Active

Default Email Series Included

Your PhotoBiz account includes two pre-built Scheduler email series:

Appointment Reminder Series
Appointment Reminder & Testimonial Series

You can use these as-is or edit them to match your brand and communication style.

STEP ONE

Log into your PhotoBiz account and click MARKETING in the left-side menu.

STEP TWO

Click EMAIL AUTOMATION at the top of the Marketing control panel.

The Email Automation page is organized by product, including Client Galleries, Scheduler, and Invoicing. Click a product name to view its available email series.

STEP THREE

Click SCHEDULER from the Email Automation options.

You will see:

The two default email series included with your account
Any custom series you have created

Click the name of any series to open and edit it.

STEP FOUR

Choose to use an existing series or create a new one.

Most users can start with one of the default series, which already include pre-configured emails.

If you want to create a new series, click NEW EMAIL SERIES and choose from the following options:

Appointment Reminder Series
Appointment Reminder & Testimonial Series
Custom Series

If you create a Custom Series, you will build your emails from scratch and assign your own triggers and timing.

Appointment Reminder Series

Pre-configured with:

Appointment Reminder, 2-Weeks Before Appointment
Appointment Reminder, 1-Week Before Appointment
Appointment Reminder, 1-Day Before Appointment

You can use this series exactly as-is or edit any email.

Appointment Reminder & Testimonial Series

Pre-configured with:

Appointment Reminder, 2-Weeks Before Appointment
Appointment Reminder, 1-Week Before Appointment
Appointment Reminder, 1-Day Before Appointment
Testimonial Request, 2-Days After Appointment

This series can be used immediately or fully customized.

Custom Series

Start from scratch and build your own set of emails.
You will choose each email type, trigger, and schedule.

If you choose Custom Series, the first step will be to give the series a title. This title is internal only. Best practice is to use a clear name so you can easily identify it when assigning it to Scheduler services.

STEP FIVE

Customize the emails inside your series.

Click any email within a series to edit it. Each email includes three tabs:

Details — Choose the email type, trigger (before or after appointment), timing, and set the email to Active
Content — Edit the subject line, email body, and optional preheader text
Recipients — Scheduler emails always send to the client who booked the appointment

Emails will not send unless they are marked as Active.

STEP SIX

Assign an email series to a Scheduler service.

Click SCHEDULER in the left-side menu, then click SERVICES at the top.

Click SCHEDULER in the left-side menu.

Select the service you want to update.

In the right-side menu, click EMAIL AUTOMATION, choose your email series, and click Save Changes.

If prompted, confirm that you want to activate all emails.

Once enabled, any client who books that service will automatically receive emails based on your selected triggers.

What Your Clients Will Receive

When a client books a Scheduler service, PhotoBiz automatically sends emails based on the Email Automation series assigned to that service.

These emails are dynamically generated using the client’s booking details. You do not need to manually enter appointment information into each email.

Depending on your setup, clients may receive reminder emails before their appointment and follow-up emails afterward. The exact content of each email depends on how you customize your email series.

Each automated email can include:

Service Name — the Scheduler service the client booked
Client Name — the name entered during booking
Appointment Date — the scheduled date of the service
Appointment Time — the scheduled time of the service
A link to add the appointment to their calendar
A View Booking button to review their appointment details

These details are automatically pulled from the booking and inserted into the email when it is sent.

Clients will also receive a Thank You Message immediately after booking, which is separate from Email Automations and always sends right away. Automated emails follow your configured schedule.

Important: Thank You Message vs. Email Automations

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

This message is not part of your Email Automation series.

To edit the Thank You Message:

Go to Scheduler → Services → Click the Service Name → Thank You Message tab

The Thank You Message always sends instantly, while automated emails send later based on your selected triggers.

Why Emails May Not Send

If your automated emails are not being delivered, check the following:

The email is not set to Active
No email series is assigned to the Scheduler service
Your account is not verified
The client has unsubscribed or the email address has bounced
The trigger timing does not match the appointment date

Scheduler Email Types and Trigger Options

You can choose from several email types when building your automation series:

Appointment Reminder
Sent before an appointment
Testimonial Request
Sent after an appointment
Book Soon Reminder
Sent after an appointment to encourage future bookings
General Message
Can be sent before or after an appointment for custom communication

Each email type allows flexible timing options, including:

1–90 days
1–3 weeks
1–12 months

Use these options to control exactly when your emails are sent.

Additional Notes

Automated emails send once per day at 9 AM based on your account’s time zone
Each email sends once per appointment
Only emails that match your trigger rules will send
Editing an active email series may affect future sends and tracking

Email Usage Limits

Your account includes up to 10,000 marketing emails per month
Email Automations and Marketing Campaigns share this limit
Unsubscribed or bounced email addresses will not receive automated emails

Account Verification

Your account must be verified before you can assign an email series to a Scheduler service. Contact Support if you need assistance with verification.

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