To make sending emails a breeze, you can configure and design templates. Every time you want to send an email, it will already have your personalized design and settings.
This saves you a lot of time because you won’t have to create each email from scratch. Simply select the template, make the necessary adjustments, and your email is ready to go.
Emails are categorized as:
Business or Transactional Emails |
Occasional Emails |
General Emails |
These are sent for routine business actions, such as when you send a client:
Confirmation or cancellation of an appointment/reservation
A pedigree
A veterinary prescription
A receipt or invoice
A document or report
Etc.
GESPET TIPS AND ADVICE
Sending transactional emails to clients is beneficial because:
Keeps clients informed in real-time: These emails immediately notify clients about key actions like order confirmations, status updates, or subscription changes, giving them full visibility of the process.
Builds trust: Receiving a confirmation message after a purchase or registration reassures clients that the company cares about keeping them informed, reinforcing a sense of reliability.
Reduces uncertainty: Transactional emails clarify essential details like delivery dates, tracking numbers, and other information clients need to feel confident and in control of their transaction.
Enhances user experience: Knowing they will automatically receive relevant updates without having to search for them ensures a smoother, more satisfying interaction with the company.
Minimizes repetitive inquiries: Proactively informing clients through transactional emails reduces the number of questions they might have about their orders, shipments, or reservations, helping the company better manage time and resources.
In short, transactional emails are an effective way to provide transparency, boost client satisfaction, and streamline communication.
SEND RESERVATION/APPOINTMENT CONFIRMATION
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Send Hotel Reservation/Appointment Confirmation |
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Send Daycare Reservation/Appointment Confirmation |
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Send Grooming Reservation/Appointment Confirmation |
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Send Training Reservation/Appointment Confirmation |
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Send Veterinary Reservation/Appointment Confirmation |
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SEND RESERVATION/APPOINTMENT CANCELLATION
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Send Hotel Reservation/Appointment Cancellation |
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Send Daycare Reservation/Appointment Cancellation |
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Send Grooming Reservation/Appointment Cancellation |
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Send Training Reservation/Appointment Cancellation |
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Send Veterinary Reservation/Appointment Cancellation |
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SEND CONFIRMATION OF ONLINE RESERVATION/APPOINTMENT
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Send Hotel Online Reservation/Appointment Confirmation |
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Send Daycare Online Reservation/Appointment Confirmation |
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Send Grooming Online Reservation/Appointment Confirmation |
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Send Training Online Reservation/Appointment Confirmation |
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Send Veterinary Online Reservation/Appointment Confirmation |
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SEND ONLINE RESERVATION/APPOINTMENT CANCELLATION
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Send Hotel Online Reservation/Appointment Cancellation |
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Send Daycare Online Reservation/Appointment Cancellation |
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Send Grooming Online Reservation/Appointment Cancellation |
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Send Training Online Reservation/Appointment Cancellation |
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Send Veterinary Online Reservation/Appointment Cancellation |
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SEND DOCUMENT OR CONTRACT ATTACHMENT
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SEND INVOICE OR RECEIPT ATTACHMENT
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SEND INFORMATION SHEET
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SEND TRANSPORTATION SCHEDULE
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SEND REPORT
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SEND VETERINARY CONSULTATION SUMMARY
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SEND VETERINARY PRESCRIPTION
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SEND ATTACHED PEDIGREE
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These are emails sent on special occasions. For example:
You can wish a customer or pet a happy birthday.
You can welcome them to our business.
You can send them an email when a long time has passed since their last visit.
GESPET TIPS AND ADVICE
Sending customers personalized emails like birthday greetings, "we miss you" messages, and others is a powerful strategy to improve communication and build loyalty, as it shows genuine interest and closeness.
These emails make customers feel appreciated, as they demonstrate that the business is not only focused on sales but also on strengthening the relationship. For example:
They humanize the brand: These messages convey empathy and appreciation, helping customers perceive the brand as approachable and friendly.
They keep the connection alive: By sending periodic emails, the business stays on the customer's radar without being intrusive. It's a way to remind them of your presence and availability.
They inspire action: A "we miss you" message can encourage the customer to return, while a birthday greeting can create an emotional bond that, in the long run, may lead customers to favor your brand over others.
These emails foster an emotional connection that not only enhances the perception of your service but also drives customer loyalty and word-of-mouth recommendations.
These are the remaining emails you want to set up to send to certain customers. You decide when to send them.
GESPET TIPS AND ADVICE
Setting up email templates is key to transforming the way you communicate with your customers.
Imagine the consistency and professionalism you'll offer: every message becomes an extension of your brand, reflecting your attention to detail and commitment to quality.
With well-designed templates, not only will you save time by avoiding repetitive work, but you will also ensure a smoother and more enjoyable experience for your customers.
This doesn't just improve their perception of your business, but also strengthens the relationship, making them feel valued and cared for in every interaction.
It’s time to take your emails to the next level!
Some clients speak different languages, and businesses may have customers from multiple regions, so communication must be tailored to different languages.
We’ve thought of everything, and that’s why our templates are multi-language. You can set up a different template for each language you wish.
You don’t need to remember each customer’s preferred language; simply select it in their profile. That way, you can send them the template in their language.
In the option Settings > Email Templates >, 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'll find filters and a search bar.
You can filter by language to view, for example, only templates in Spanish.
You can also filter by type, such as transactional or business
emails > you can view only the Appointment/Reservation
Confirmation templates.
In some cases, there will be only one, like with the Veterinary Prescription; but in other cases, there may be several. For example, with online reservations, you can set up different templates for each of your business areas (hotel, grooming, daycare, training, etc.).
Select the one you want to edit.
You can configure the subject and the text you want.
We've included an editor that will help you format your messages more attractively with ease: align text, use numbered or bulleted lists, indentations, colors, and text formatting (bold, italics).
You can insert emojis or icons in the Insert > Emojis
option and include links (e.g., to your website, social media,
etc.) in the Insert > Link option.
On the right, you’ll see a preview, and as you make changes, it will update so you can track the result.
If you want, you can replace the client's name, pets, date/time, etc. Just configure where you want it to appear, and when sending the email, it will automatically replace the text with the relevant client or pet's details.
For instance, if you want to include the pets' names, appointment time, etc., you don't need to manually type them in every message.
The process is straightforward. If you use the template-text RESERVATION
> PETS > NAME, when sending the message to the client,
the software will automatically replace it with the pets' names for
that appointment.
Place it where you want the text to appear.
Click on the TEMPLATE TEXT icon.
Select the one you want to include, for example, Reservation
or Appointment > Pets > Name and click
We've included Gespet AI, your very own assistant with artificial intelligence, which will help you save a ton of time.
Creating eye-catching emails is fantastic for improving understanding, building trust, and fostering customer loyalty, but it's tricky, and that's where we want to step in and help you.
Choose the style you prefer or the one that best suits your business, and GespetAI will write it for you.
You can use it as is or tweak it to your liking. Remove a part or add more content—whatever you like.
When you're done, just click the button.
On the right, you can preview what the email will look like. But if you'd like to send it for a specific test, click the button
You can delete general email templates by clicking the button.
If the template belongs to an Occasional or Transactional email, you can edit it, but it can't 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
