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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 each type of macro pulls information from within SimplePractice.

Note: For more information about customizing client emails and reminders, see How to set up appointment and time of scheduling reminders and Editing the intake Welcome email.

Below, we’ll cover the following macro types:

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

Clinician macros are used to automatically populate 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 drop-down menu

clinicianmacros.simplepractice.macros.jpg

Note: Selecting a macro will insert the corresponding code in the body of the message. For example, selecting Clinician Full Name will insert {clinician_full_name}.

Macro

Where to find this information

Additional Notes

Clinician Full Name

Settings > Profile & 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 & Security > SimplePractice profile > First name

 

Clinician Last Name

Settings > Profile & Security > SimplePractice profile > Last name

 

Clinician Email

Settings > Profile & Security > SimplePractice security > Account email

 

Practice

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.  

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:

  • Click Edit to the right of the template you want to edit
  • Select the Practice drop-down menu

practicemacros.simplepractice.macros.jpg

Note: Selecting a macro will insert the corresponding code in the body of the message. For example, selecting Practice City will insert {practice_city}.

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 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:

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

clientmacros.simplepractice.macros.jpg

Note: Selecting a macro will insert the corresponding code in the body of the message. For example, selecting Client Full Name will insert {client_full_name}.

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 > 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 

 

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

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

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 > Date of Birth

Format: MM/DD/YYYY

Client Gender

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

Does not populate from the Gender Identity field

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

Appointment times in reminders will be in your practice time zone

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

Appointment times in reminders will be in your practice time zone

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

Appointment times in reminders will be in your practice 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)

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

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

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:

  • Click Edit to the right of the template you want to edit
  • Select the Appointment drop-down menu

appointmentmacros.simplepractice.macros.jpg

Note: Selecting a macro will insert the corresponding code in the body of the message. For example, selecting Appointment Date will insert {appointment_date}.

Macro

Where to find this information

Additional Notes

Appointment Date

Populates the date specified on the calendar

Format: Day of the week, month date

For example: Monday, January 1st

Appointment Time

Populates the time specified on the calendar

Appointment times in reminders will be in your practice time zone

Appointment Date Abbreviated

Populates the date specified on the calendar

 Format: MM/DD

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 appointment request

 

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:

  • Click Edit to the right of the template you want to edit
  • Select the Links drop-down menu

linksmacros.simplepractice.macros.jpg

Note: Selecting a macro will insert the corresponding code in the body of the message. For example, selecting Appointment Reminder Links will insert {appointment_reminder_links}.

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 in to 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 automatically populate the first name of a contact in your client reminders and email templates.

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

To access Recipient macros:

  • Click Edit to the right of the template you want to edit
  • Select the Recipient drop-down menu

recipientmacros.simplepractice.macros.jpg

Note: Selecting a macro will insert the corresponding code in the body of the message. For example, selecting Recipient First Name will insert {recipient_first_name}.

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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