To make message sending very easy, you can configure and design templates. Every time you want to send a message, it will keep your custom design and settings.
This saves a lot of time because you do not have to create each email from scratch. Just select the template, make any required changes, and the message is ready to send.
Message types are divided into: Transactional (booking/appointment confirmation and cancellation, sending veterinary prescriptions, etc.), Occasional (birthday wishes, welcome messages, and other special occasions), and your personal templates (to send whenever you want).
So there are 3 types of email templates:
Business or transactional emails |
Occasional emails |
General emails |
And 3 types of templates for WhatsApp messages:
Business or transactional WhatsApp |
Occasional WhatsApp |
General WhatsApp |
When you start a conversation with a customer, supplier, employee, etc., you can select a template to save time and avoid rewriting the same text every time.
GESPET TIPS & ADVICE
Setting up templates for your messages is the key to transforming the way you communicate with your customers.
Imagine the consistency and professionalism you can deliver: every message becomes an extension of your brand, reflecting your attention to detail and commitment to quality.
With well-designed templates, you not only save time by avoiding repetitive work, but you also ensure a smoother and more pleasant experience for your customers.
This not only improves how they perceive your business, but also strengthens the relationship, making them feel valued and cared for in every interaction.
It is time to take your messages to the next level.
You can configure different options for sending:
|
By Email |
and by WhatsApp |
These are emails sent on specific occasions. For example:
You can send birthday wishes to a customer or pet.
You can welcome them to your business.
You can send an email when a long time has passed since their last visit.
GESPET TIPS & ADVICE
Sending customers birthday wishes, "we miss you" and other personalized messages is an effective strategy to improve communication and boost loyalty because it shows genuine interest and closeness to them.
These messages make customers feel valued because they show that the company is not only focused on sales, but also on strengthening the relationship. For example:
They humanize the brand: these messages communicate empathy and appreciation, which helps customers perceive the brand as close and friendly.
They keep the connection alive: by sending periodic messages, your business stays in the customer's mind without being intrusive. It is a way to remind them of your presence and availability.
They drive action: a "we miss you" message can inspire customers to return, while a birthday message can create an emotional connection that, in the long run, leads customers to prefer your brand over other options.
These messages create an emotional bond that not only improves service perception, but also encourages customers to become more loyal and recommend your brand to others.
You can configure different options for sending:
|
By Email |
and by WhatsApp |
These are sent during day-to-day business actions, for example when you send a customer:
An appointment/booking confirmation or cancellation
A pedigree
A veterinary prescription
A receipt or invoice
A document or report
Etc.
GESPET TIPS & ADVICE
Sending transactional messages to customers is useful because:
They keep customers informed in real time: they immediately notify key actions, such as order confirmations, status changes in purchases, or subscription updates, giving customers visibility into the process.
They build trust: when customers receive a confirmation message after a purchase or registration, they feel the business cares about keeping them informed, which increases confidence and strengthens the perception of reliability.
They reduce uncertainty: transactional emails clarify key details, such as delivery dates, tracking numbers, and other information customers need to feel calm and in control of their transaction.
They improve user experience: by knowing they will receive automatic and relevant updates without having to look for them, customers enjoy a smoother and more satisfying interaction with the company.
They prevent repetitive inquiries: proactive transactional emails reduce the number of questions customers might ask about the status of their orders, deliveries, or bookings, helping the company manage time and resources more efficiently.
In short, transactional emails are an effective way to provide transparency, increase customer satisfaction, and streamline communication.
SEND BOOKING/APPOINTMENT CONFIRMATION
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Send Hotel booking/appointment confirmation |
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Send Daycare booking/appointment confirmation |
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Send Grooming booking/appointment confirmation |
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Send Training booking/appointment confirmation |
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Send Veterinary booking/appointment confirmation |
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SEND BOOKING/APPOINTMENT CANCELLATION
|
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Send Hotel booking/appointment cancellation |
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Send Daycare booking/appointment cancellation |
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Send Grooming booking/appointment cancellation |
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Send Training booking/appointment cancellation |
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Send Veterinary booking/appointment cancellation |
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SEND ONLINE BOOKING/APPOINTMENT
CONFIRMATION
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Send Hotel online booking/appointment confirmation |
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Send Daycare online booking/appointment confirmation |
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Send Grooming online booking/appointment confirmation |
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Send Training online booking/appointment confirmation |
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Send Veterinary online booking/appointment confirmation |
||||
SEND ONLINE BOOKING/APPOINTMENT CANCELLATION
|
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Send Hotel online booking/appointment cancellation |
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Send Daycare online booking/appointment cancellation |
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Send Grooming online booking/appointment cancellation |
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Send Training online booking/appointment cancellation |
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Send Veterinary online booking/appointment cancellation |
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SEND ATTACHED DOCUMENT OR CONTRACT
|
SEND ATTACHED INVOICE OR RECEIPT
|
SEND INFORMATION RECORD
|
SEND TRANSPORT PLANNING
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SEND REPORT
|
SEND VETERINARY CONSULTATION SUMMARY
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SEND VETERINARY PRESCRIPTION
|
SEND ATTACHED PEDIGREE
|
SEND BOOKING/APPOINTMENT CONFIRMATION
|
||
Send Hotel booking/appointment confirmation |
||
Send Daycare booking/appointment confirmation |
||
Send Grooming booking/appointment confirmation |
||
Send Training booking/appointment confirmation |
||
Send Veterinary booking/appointment confirmation |
||
SEND BOOKING/APPOINTMENT CANCELLATION
|
||
Send Hotel booking/appointment cancellation |
||
Send Daycare booking/appointment cancellation |
||
Send Grooming booking/appointment cancellation |
||
Send Training booking/appointment cancellation |
||
Send Veterinary booking/appointment cancellation |
||
SEND ONLINE BOOKING/APPOINTMENT
CONFIRMATION
|
||||
Send Hotel online booking/appointment confirmation |
||||
Send Daycare online booking/appointment confirmation |
||||
Send Grooming online booking/appointment confirmation |
||||
Send Training online booking/appointment confirmation |
||||
Send Veterinary online booking/appointment confirmation |
||||
SEND ONLINE BOOKING/APPOINTMENT CANCELLATION
|
||
Send Hotel online booking/appointment cancellation |
||
Send Daycare online booking/appointment cancellation |
||
Send Grooming online booking/appointment cancellation |
||
Send Training online booking/appointment cancellation |
||
Send Veterinary online booking/appointment cancellation |
||
Some customers may speak different languages, and businesses can have customers from many places, so communication should be in different languages.
We thought of everything, and that is why templates are multilingual, meaning you can configure a different one for each language you need.
You do not need to remember each customer's preferred language. In their profile, you can select the preferred language. This way, you can send the template in that language.
In Settings, select the type of email you want to edit
and a list of templates will appear. There is an
action or "transaction" selector and a language selector.
At the top, you will find Filters and a search box.
You can filter by language, for example to see only templates in Spanish.
You can also filter by type. For
example, in Transactional or Business Emails,
you can see only Booking/appointment
confirmation templates.
In some cases there will be only one, such as
the veterinary prescription; but in other
cases there will be several.
For example, for online bookings, you can
configure different templates for each
business area (hotel, grooming, daycare,
training, etc.).
Select the one you want to edit.
You can set the subject and message text you want.
We included an editor that helps you give your messages a more attractive format in a simple way: align text, use numbered or bulleted lists, indentation, colors, and text formatting (bold, italic).
You can include emojis or icons in Insert
> Emojis, and for emails you can include links
(for example to your website, social media, etc.) in
Insert > Link.
On the right, you will see a preview. As you make changes it updates so you can see the result.
If you want, customer name, pets, date/time, etc. can be replaced automatically. Just configure where you want the data to appear, and when sending, it will be replaced with the data of that customer, pet, etc.
For example, if you want to include the name of the pets, appointment time, etc. in a message, you do not need to write it manually each time.
It is very simple. If you insert the
placeholder BOOKING > PETS >
NAME, when
sending the message, the software will
automatically replace it with the pets' names for that
appointment.
Place the cursor where you want to include this text.
Click the PLACEHOLDERS icon.
Select the one you want to include, for example Booking
or
Appointment > Pets > Name and click
We included Gespet AI, your own assistant powered by artificial intelligence to help you save a lot of time.
Creating engaging messages is great for improving understanding, building trust, and retaining customers, but it can be complex, so we want to help.
Select the style you prefer or the one that best fits your business and the GespetAI assistant will write it for you.
You can use it as-is or customize it. Remove any section or add more content, whatever you want.
When you are done, just click the
On the right, you can preview the appearance of the email. If you want to send it by email for a specific test, you can send it by clicking the button
"General" message templates or "your templates" can be deleted by clicking the button .
If the template belongs to an Occasional or Transactional message, you can edit it, but it cannot be deleted.
If you’d like, Gespet will send reminders to your customers automatically, so you don’t have
to do it yourself.
Some tasks are repetitive and eat up a lot of your time. To help
you out, you can schedule them, and Gespet will take care of them for you.
For instance, if you want a reminder for upcoming appointments to be sent 3 days before and 1 day before your customers’ appointments, all you need to do is schedule it, and when the time comes, Gespet will send it.
With this option, you can easily configure the look and feel, as well as the content of those automatic reminders.
If you have the Communication and Marketing module, in addition to the automatic reminders
that you schedule and that get sent automatically when the time arrives, you can also send
them reminders whenever you want. You can set them up under Marketing > Settings >
Reminders
GES-PET TIPS AND TRICKS
Sending reminders to your customers is a must-do strategy to ensure they don’t forget their appointments, which in turn optimizes your schedule and boosts your business efficiency.
Imagine the peace of mind your customers will feel when they receive a friendly and professional message reminding them of their next appointment, all with a design that reflects your brand’s identity.
Using templates for these reminders not only ensures consistency in your communication but also strengthens your company’s image as organized and thoughtful.
Each reminder becomes an opportunity to connect, showing that you value their time and are committed to providing the best experience.
Moreover, by automating this process, you save time and reduce the risk of errors, allowing you to focus on what truly matters: building long-lasting relationships with your customers and delivering exceptional service.
Don’t let your customers forget their appointments; make them feel valued and well taken care of with personalized and effective reminders!
If you'd like any default text, additional information, etc., to appear, you can include it in the Template section (1). Once you hit Save, this change will be applied, and you’ll see it in the PREVIEW section.
There are different tabs to view the settings for the various reminders: Grooming, Training,...
Note: The character limit is 500. If you write more than 500 characters, when you click the button, the Template field will turn red to alert you.
Under the Settings > Business Data option, you can configure:
The logo (2)
The business name (3)
And the information that will appear at the bottom of the email. (4)
If you make a change and click the button , when you return to this screen, you’ll see the preview updated with the changes you just made.
Important: Any changes you make to the logo, business name, email footer, and template will apply to the next reminders you schedule, meaning it won’t affect those that are already scheduled.
Additional options are unlocked to improve and simplify communication. You can set up templates for your automatic reminders.
For example, imagine you want to include appointment/reservation details, an informational message about your cancellation policy, your business address with a link to Google Maps, your contact phone number, ...
You can set this up under the Settings > Automatic Reminders option and save
yourself a ton of time, as you won’t have to write this out each time you send a reminder
to a customer.
Some of your customers might speak different languages, and businesses often have customers from all corners of the world, so communication needs to be set up in multiple languages.
We've got it all covered, which is why our templates are multi-language. You can configure a different one for each language you wish.
No need to remember each customer’s preferred language—just select it in their profile. That way, you can send them the template in their language without a hitch.
In the option Settings > Automatic Reminders, select the
type you want to edit, and a list of templates will appear. There's a
search function and a language selector.
You can filter by language to see, for example, only the templates in Spanish.
There are different templates for each area of your business. Just choose the one you want to edit.
You can set up the text however you like, and for emails, you can also configure the subject.
We've included an editor that will help you make your messages look
more attractive. You can even add emojis or icons using the Insert
> Emojis option, and add links (for example, to your
website, social media, etc.) using the Insert > Link
option.
On the right, you'll see a preview, and it will update as you make changes, so you can keep track of how it's turning out.
If you'd like, you can replace the customer's name, their pets, the date/time, etc. Just set it up where you want it to appear, and when the message is sent, it will be replaced with the customer’s details automatically.
For example, if you want to include the pet names or appointment time in a message, you don’t have to type them manually each time.
It's a breeze! If you use the placeholder text RESERVATION
> PETS > NAME, when you send the message, the
software will replace it with the pet names for that
appointment.
Just position it where you want this text to appear.
Click on the TEMPLATE TEXT icon.
Select the template you want to include, such as Reservation
or Appointment > Pets > Name, and click
We’ve included Gespet AI, your very own AI assistant, to save you tons of time.
Setting up eye-catching emails is great for improving understanding, building trust, and fostering customer loyalty, but it can be tricky. That’s why we want to lend you a helping hand.
Select the style you prefer or one that suits your business, and GespetAI will write it for you.
You can use it as is, or tweak it to your liking. Remove a section or add more content—whatever you like.
When you're done, just click
On the right, you can preview what the email or WhatsApp message will look like. But if you want to send a test email/WhatsApp to do a specific check, just click on the button
If you want the software to warn you when you're about to schedule an automatic reminder for a customer who hasn't agreed to receive notifications from you, just check the Privacy box.
The acceptance of terms and the information related to
the customer’s Data Protection/Privacy is available in their
profile, under the Privacy option: View > Customers > Select
the customer > Right Menu > Privacy).
In addition to the automatic reminders you schedule to be sent automatically on a specific date, you can also send reminders whenever you want.
For example, if you’re reviewing tomorrow’s appointments on the dashboard or Magic Desk and
want to send a reminder to a client right now, simply click the Send Reminder
button
.
Currently, reminders can be sent to clients via:
 |
 |
You can set up a template for your reminders.
For instance, if you’d like to include appointment or reservation details in the reminder, a
brief note about your cancellation policy, your business address with a Google Maps link,
your contact number, and so on, you can configure it under Settings >
Reminders. This will save you valuable time since you won’t need to write this
information each time you send a reminder.
For example, if you’d like to send a reminder to a client’s WhatsApp number right now, all you need to do is click the option to send a reminder.
With this option, you can easily configure the appearance, style, and content of these reminders.
GES-PET TIPS AND TRICKS
Using WhatsApp to send reminders to your clients is a brilliant strategy that maximizes the effectiveness of your communications.
Since WhatsApp is one of the most widely used messaging apps, your reminders will land directly in their hands, ensuring they won’t get lost among emails or other notifications.
Picture the convenience of receiving an instant reminder about an upcoming appointment, with a personal touch that reinforces the connection you’ve built with your clients.
By using this tool, you not only enhance the customer experience by making it easier for them to keep track of their commitments but also strengthen your business’s image as modern and accessible.
Additionally, WhatsApp enables quick and direct interactions, offering the chance to address questions or concerns on the spot.
Don’t miss out on the opportunity to make your reminders more impactful and keep your clients informed and engaged in a way that feels natural and convenient!
Just like the previous example, if you want to send a reminder to a client right now, but this time via email, simply click the option to send a reminder.
With this option, you can easily configure the appearance, style, and content of these reminders.
We recommend checking out the Automatic Reminder Sending feature, which allows you to
schedule when Gespet should send reminders, so you won’t have to do it manually.
GES-PET TIPS AND TRICKS
Sending reminders to your clients is a vital strategy to ensure they don’t forget their appointments, which in turn optimizes your schedule and boosts your business efficiency.
Imagine the peace of mind they’ll feel when they receive a friendly and professional message reminding them of their upcoming appointment, all with a design that reflects your brand’s identity.
Using templates for these reminders not only ensures consistency in your communications but also strengthens your company’s image as organized and attentive.
Each reminder becomes an opportunity to connect, showing that you value their time and are committed to providing them with the best experience.
Moreover, by automating this process, you save time and reduce the risk of errors, allowing you to focus on what truly matters: building long-lasting relationships with your clients and delivering exceptional service.
Don’t let your clients forget their appointments—make them feel valued and well cared for with personalized and effective reminders!
TAGS:
Marketing for pet training services | Send promotions to pet owners | WhatsApp reminders for pet grooming salons | CRM for pet food businesses | Content marketing for pet businesses | Communication via WhatsApp with pet owners | Management of pet customer contacts | Email marketing for pet hotel services | Marketing automation for pet shops | Purchase tracking for pet customers
