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Explaining client email and reminder macros

Explaining client email and reminder macros

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 information is pulled from within SimplePractice for each type of macro.

Below, we’ll cover:

Note: For more information about customizing client emails and reminders, see: Setting up the Client Portal and How to set up appointment and time of scheduling reminders.

Important: All of these macros are available in SimplePractice; however, some macros are only available within certain types of templates. For example, {practice_client_portal_login_link} is only available for use in Client Portal email templates, and cannot be used in appointment reminder templates.


Clinician

Clinician macros are used to include clinician details in Client Portal emails and client reminders.

To access Clinician macros:

  • Click Edit to the right of the template you want to edit
  • Select the Clinician dropdown menu

clinicianreminders.simplepractice.clientreminders.png

Macro

Where to find this information

Additional Notes

{clinician_full_name}

Settings > My Profile > Profile Information

Your name will be displayed in the following format: {clinician_first_name} {clinician_middle_initial} {clinician_last_name}, {clinician_suffix}

{clinician_first_name}

Settings > My Profile > Profile Information > First name

 

{clinician_last_name}

Settings > My Profile > Profile Information > Last name

 

{clinician_email}

Settings > My Profile > Account Information > Account Email

 

Practice

Practice macros are used to include various practice details, like your practice address and email, in your client reminders and email templates.

To access Practice macros:

  • Click Edit to the right of the template you want to edit
  • Select the Practice dropdown menu

practicemacros.simplepractice.clientreminders__3_.png

Note: All location-related macros will populate the address assigned to the appointment.

Macro

Where to find this information

Additional Notes

{practice_address_line1}

Settings > My Practice > Locations > Office location

Includes the street name and number

{practice_address_line2}

Settings > My Practice > Locations > Office location

Includes the city, state, and ZIP code

{practice_city}

Settings > My Practice > Locations > Office location

 

{practice_email}

Settings > My Practice > Practice Information > Practice Email

 

{practice_full_name}

Settings > My Practice > Practice Information > Practice Name

 

{practice_full_office_address}

Settings > My Practice > Locations > Office location

Includes the street name and number, city, state, and ZIP code

{practice_location}

Settings > My Practice > Locations > Office location

Includes the street name and number, city, state, and ZIP code

{practice_name}

Settings > My Practice > Practice Information > Practice Name

Populates the same information as {practice_full_name}

{practice_phone_number}

Settings > My Practice > Practice Information > Practice Phone

Populates the first phone number listed

{practice_state}

Settings > My Practice > Locations > Office location

 

{practice_video_location}

Populates "Video Office", even if the appointment location is not Telehealth

 

{practice_zip_code}

Settings > My Practice > Locations > Office location

 

{practice_map_link}

Populates a link to Google Maps with the appointment location address

 

Client

Client macros are used to include various client details in your client reminders and email templates.

To access Client macros:

  • Click Edit to the right of the client reminder or email template you want to edit
  • Select the Client dropdown menu

clientmacros.simplepractice.clientreminders__3_.png

Note: All name-related macros will populate the preferred name in place of the first name, if applicable.

Macro

Where to find this information

Additional Notes

{client_document_request_names}

This will populate the name of the documents being requested by the clinician

 

{client_full_name}

Client Overview > Edit > Client Info > Name

 

{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

 

{client_first_name_formatted}

Client Overview > Edit > Client Info > Name

The name format is possessive. For example: Jamie Appleseed’s

{client_last_name}

Client Overview > Edit > Client Info > Name

 

{client_mobile_number}

Client Overview > Edit > Client Info > Phone

Populates the phone number with mobile assigned as the type

{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

{client_address_line1}

Client Overview > Edit > Client Info > Address

Populates the first address, and includes the street name and number

{client_address_line2}

Client Overview > Edit > Client Info > Address

Populates the first address, and includes the city, state, and ZIP code

{client_city}

Client Overview > Edit > Client Info > Address

Populates the city for the first address

{client_zip_code}

Client Overview > Edit > Client Info > Address

Populates the zip code for the first address

{client_state}

Client Overview > Edit > Client Info > Address

Populates the state for the first address

{client_birth_date}

Client Overview > Edit > Client Info > About Client > Date of Birth

Format: MM/DD/YYYY

{client_gender}

Client Overview > Edit > Client Info > About Client > Sex

 

{client_first_appointment_date}

Client Overview

Populates the client's first appointment date, regardless of status

{client_first_appointment_time}

Client Overview

Populates the client's first appointment time, regardless of status

{client_most_recent_appointment_date}

Client Overview

Populates the client's most recent appointment date, regardless of status

{client_most_recent_appointment_time}

Client Overview

Populates the client's most recent appointment time, regardless of status

{client_next_appointment_date}

Client Overview

Populates the date of the client's next appointment marked with the status set to Show

{client_next_appointment_time}

Client Overview

Populates the time of the client's next appointment marked with the status set to Show

{client_legally_admissible_first_name}

​​Client Overview > Edit > Client Info > Name

 

{recipient_legally_admissible_first_name}

Client Overview > Edit > Client Info > Name (if sent to a client)

Client Overview > Edit > Contacts > Name (if sent to a contact)

 

Appointment

Appointment macros are used to include various appointment details, like the appointment’s date and time, in your client reminders and email templates.

To access Appointment macros:

  • Click Edit to the right of the template you want to edit
  • Select the Appointment dropdown menu

appointmentmacros.simplepractice.clientreminders__2_.png

Macro

Where to find this information

Additional Notes

{appointment_date}

Populates the date specified on the calendar

 

{appointment_time}

Populates the time specified on the calendar

 

{appointment_date_abbreviated}

Populates the date specified on the calendar

 

{appointment_prefix}

Populates “Telehealth” in the reminder email

This only populates if the appointment location is Telehealth

{appointment_decline_reason}

Populates the reason chosen when declining an appointment request

 

{appointment_decline_note}

Populates the comment added when declining a client’s an appointment request

 

Link macros are used to share a variety of links, such as Telehealth video links, in your client reminders and email templates.

To access Link macros:

  • Click Edit to the right of the template you want to edit
  • Select the Links dropdown menu

linkreminders.simplepractice.clientreminders.png

Macro

Where to find this information

{appointment_reminder_links}

Populates buttons to add the appointment to iCal, Google Cal, or Outlook Calendar

{practice_client_portal_login_link}

Populates a button to log into the Client Portal

{practice_schedule_link}

Populates a button to your practice's main Client Portal page

{client_video_link}

Populates a link to join the Telehealth appointment


Recipient

Recipient macros are used to include the first name of the contact in your client reminders and email templates.

To access Recipient macros:

  • Click Edit to the right of the template you want to edit
  • Select the Links dropdown menu

recipientmacros.simplepractice.clientreminders__1_.png

Note: Recipient macros are only available for Contact and Couple Client templates.

Macro

Where to find this information

Additional Notes

{recipient_first_name}

Populates the first name of the Contact being notified on behalf of a client

Example: A parent receiving documents on behalf of a minor

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