When customizing your client reminders and Client Portal email templates, you can include macros that auto-populate information from different parts of your account. In this guide, we’ll review where each type of macro pulls information from within SimplePractice.
Below, we’ll cover:
- Using macros
- Clinician macros
- Practice macros
- Client macros
- Appointment macros
- Links macros
- Recipient macros
Using macros
To use a macro for an email template:
- Navigate to Settings > Client notifications > Email
- Click the pencil icon next to the template
- Select the information you’d like to populate from the Macros dropdown menus
To use a macro for a text template:
- Navigate to Settings > Client notifications > Text
- Select the template
- Click Add information
- Choose the information you’d like to populate
To use a macro for a voice template:
- Navigate to Settings > Client notifications > Voice
- Click Edit next to a template
- Select the information you’d like to populate from the Macros dropdown menus
Note: For more information about customizing client notification templates, see Setting up appointment and time of scheduling reminders and Updating the intake Welcome email.
After selecting a macro, the corresponding code will be inserted in the body of the template. For example, selecting Clinician Full Name will insert {clinician_full_name}. Once the template is saved, the information will auto-populate in the recipient’s unique email, text, or voice reminder.
Important: Some macros are only available within certain types of templates. For example, {practice_client_portal_login_link} is only available in Client Portal email templates, and can’t be used in appointment reminder templates.
Clinician macros
Clinician macros are used to automatically populate clinician details in Client Portal emails and client reminders.
To access Clinician macros, select the Clinician dropdown menu.
|
Macro |
Where to find this information |
Additional Notes |
|
Clinician Full Name |
Settings > Profile > Profile and security > SimplePractice profile |
Your name will be displayed in the following format: {clinician_first_name} {clinician_middle_initial} {clinician_last_name}, {clinician_suffix} |
|
Clinician First Name |
Settings > Profile > Profile and security > SimplePractice profile |
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|
Clinician Last Name |
Settings > Profile > Profile and security > SimplePractice profile |
|
|
Clinician Email |
Settings > Profile > Profile and security > SimplePractice security |
Practice macros
Practice macros are used to automatically populate various practice details, like your practice address and email, in your client reminders and email templates.
For appointment reminders, practice address macros will populate the location assigned to the appointment. Practice address macros aren’t available for Telehealth appointment reminders.
Note: Practice address macros aren’t available for Telehealth appointment reminders.
For other reminders and email templates, practice address macros will populate the client’s default location. If a client’s default location is Telehealth, Available via Telehealth will populate instead of the address.
To access Practice macros, select the Practice dropdown menu.
|
Macro |
Where to find this information |
Additional Notes |
|
Practice Address Line1 |
Settings > Practice > Practice details > Office location |
Includes the street name and number |
| Practice Address Line2 |
Settings > Practice > Practice details > Office location |
Includes the city, state, and ZIP code |
| Practice City |
Settings > Practice > Practice details > Office location |
|
| Practice Email |
Settings > Practice > Practice details > Practice Email |
|
| Practice Full Name |
Settings > Practice > Practice details > Practice Name |
|
| Practice Full Office Address |
Settings > Practice > Practice details > Office location |
Includes the street name and number, city, state, and ZIP code |
|
Practice Location |
Settings > Practice > Practice details > Office location |
Includes the street name and number, city, state, and ZIP code |
|
Practice Name |
Settings > Practice > Practice details > Practice Name |
Populates the same information as {practice_full_name} |
|
Practice Phone Number |
Settings > Practice > Practice details > Practice Phone |
Populates the first phone number listed |
|
Practice State |
Settings > Practice > Practice details > Office location |
|
|
Practice Video Location |
N/A |
Populates "Video Office", even if the appointment location is not Telehealth |
|
Practice Zip Code |
Settings > Practice > Practice details > Office location |
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|
Practice Map Link |
N/A |
Populates a link to Google Maps with the appointment location address |
Client macros
Client macros are used to automatically populate various client details in your client reminders and email templates.
Note: All name-related macros will populate the preferred name in place of the first name, if applicable.
To access Client macros, select the Client drop-down menu.
|
Macro |
Where to find this information |
Additional Notes |
|
Client Document Requests Size
|
Your device |
|
|
Client Document Request Names |
The client’s Files Overview |
|
|
Client Full Name |
Client Overview > Edit > Client Info > Name |
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|
Client Full Name Formatted |
Client Overview > Edit > Client Info > Name |
The name format is possessive. For example: Jamie Appleseed’s |
|
Client First Name |
Client Overview > Edit > Client Info > Name > Legal first name |
If a preferred name is entered, it’ll populate instead of the legal first name |
|
Client First Name Formatted |
Client Overview > Edit > Client Info > Name > Legal first name |
The name format is possessive. For example: Jamie Appleseed’s If a preferred name is entered, it’ll populate instead of the legal first name |
|
Client Last Name |
Client Overview > Edit > Client Info > Name > Legal last name |
|
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Client Mobile Number |
Client Overview > Edit > Client Info > Phone |
Populates the phone number with Mobile assigned as the type |
| Client Home Number
|
Client Overview > Edit > Client Info > Phone |
Populates the phone number with Home assigned as the type |
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Client Work Number |
Client Overview > Edit > Client Info > Phone |
Populates the phone number with Work assigned as the type |
|
Client Fax Number |
Client Overview > Edit > Client Info > Phone |
Populates the phone number with Fax assigned as the type |
|
Client Email Address |
Client Overview > Edit > Client Info > Email |
Populates the first email address listed |
|
Client Address Line1 |
Client Overview > Edit > Client Info > Address |
Populates the first address listed, and includes the street name and number |
|
Client Address Line2 |
Client Overview > Edit > Client Info > Address |
Populates the first address listed, and includes the city, state, and ZIP code |
|
Client City |
Client Overview > Edit > Client Info > Address |
Populates the city for the first address listed |
|
Client Zip Code |
Client Overview > Edit > Client Info > Address |
Populates the zip code for the first address listed |
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Client State |
Client Overview > Edit > Client Info > Address |
Populates the state for the first address listed |
|
Client Birth Date |
Client Overview > Edit > Client Info > About Client |
Format: MM/DD/YYYY |
|
Client Gender |
Client Overview > Edit > Client Info > About Client |
Does not populate from the Gender Identity field |
|
Client First Appointment Date |
Client Overview |
Populates the client's first appointment date, regardless of status |
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Client First Appointment Time |
Client Overview |
Populates the client's first appointment time, regardless of status Appointment times in reminders will be in your client’s time zone |
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Client Most Recent Appointment Date |
Client Overview |
Populates the client's most recent appointment date, regardless of status |
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Client Most Recent Appointment Time |
Client Overview |
Populates the client's most recent appointment time, regardless of status Appointment times in reminders will be in your client’s time zone |
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Client Next Appointment Date |
Client Overview |
Populates the date of the client's next appointment marked with the status set to Show |
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Client Next Appointment Time |
Client Overview |
Populates the time of the client's next appointment marked with the status set to Show Appointment times in reminders will be in your client’s time zone |
|
Client Legally Admissible First Name |
Client Overview > Edit > Client Info > Name > Legal first name |
If a preferred name is entered, it’ll populate instead of the legal first name |
|
Recipient Legally Admissible First Name |
Client Overview > Edit > Client Info > Name > Legal first name (if sent to a client) |
If a preferred name is entered in a client’s profile or a contact’s individual or contact profile, it’ll populate instead of the legal first name |
Appointment macros
Appointment macros are used to automatically populate various appointment details, like the appointment’s date and time, in your client reminders and email templates.
To access Appointment macros, select the Appointment drop-down menu.
|
Macro |
Where to find this information |
Additional Notes |
|
Appointment Date |
Calendar |
Format: Day of the week, month date For example: Monday, January 1st |
|
Appointment Time |
Calendar |
Appointment times in reminders will be in your client’s time zone |
|
Appointment Month
|
Calendar | |
|
Appointment Date Abbreviated |
Calendar | Format: MM/DD |
|
Appointment Prefix |
N/A |
Populates “Telehealth” in the reminder email if the appointment location is Telehealth |
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Appointment Decline Reason |
The page for declining an appointment request |
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Appointment Decline Note |
The page for declining an appointment request |
Links macros
Link macros are used to share a variety of links, such as Telehealth video links, in your client reminders and email templates.
Note: Specific Link macros will be available depending on the client reminder or email template type.
To access Link macros, select the Links drop-down menu.
|
Macro |
What's populated |
|
Practice Schedule Link |
A button to your practice's main Client Portal page |
|
Practice Client Portal Login Link |
A button to log in to the Client Portal |
|
Practice Client Portal Login Request New Time With Slots |
Populates a link to view more available times |
|
Practice Client Portal Login Request New Time Without Slots |
Populates a link to request a new time |
|
Appointment Reminder Links |
Buttons to add the appointment to iCal, Google Cal, or Outlook Calendar |
Recipient macro
The Recipient macro is used to automatically populate the first name of a contact in your client reminders and email templates.
Note: This macro is only available for Contact and Couple Client templates.
To access this macro, select the Recipient drop-down menu.
| Macro | What's populated |
| Recipient First Name | Populates the first name of the member of a couple or a contact, such as a parent receiving documents on behalf of a minor |