Tattoo Studio Pro can send automated SMS messages to clients at key moments: instantly when an appointment is booked, and at one or more scheduled times before the appointment. You configure everything in Settings > Message Editor.
The Message Editor
Settings > Message Editor is organized into tabs. Each tab controls a different type of automated message.
| Tab | When It Sends |
|---|---|
| Booking Confirmation | Immediately when an appointment is booked |
| Reminder Messages | At one or more scheduled times before the appointment (up to 5 messages per appointment) |
The Booking Confirmation tab has a tab-level enable/disable toggle. The Reminder Messages tab uses per-message toggles inside the sequence editor (no single tab-level switch). Both tabs share the same template editor with variable buttons, SMS segment counter, and live preview.
Booking Confirmation
New in v4.2. The Booking Confirmation tab sends an SMS the instant an appointment is booked. It is not scheduled for later, it fires right away.
What it does:
- Sends automatically every time a new appointment is created, whether from the calendar, “mark as booked” in the inbox, or an appointment request conversion
- On by default, with a toggle in the editor if you want to turn it off
- Fully customizable message template with variable buttons, SMS segment counter, and live preview
- Uses your studio’s dial code so phone formatting is correct for every country
Per-appointment opt-out: When you create an appointment, the booking modal has a “Send SMS” checkbox. Uncheck it if you want to skip the confirmation for that specific booking.
Deposit link: If you have online deposits enabled, the {DEPOSIT_LINK} variable becomes available in this tab. Insert it into your template and every new appointment will include a unique, one-time deposit link in the confirmation text.
Reminder Messages (Sequencer)
New in v4.2. The Reminder Messages tab is a multi-message sequencer. Instead of one single reminder, you can now create up to 5 reminder messages per appointment, each with its own timing and content.
Per message you can set:
- An enable/disable toggle (keep a message configured but turn it off without deleting it)
- Timing, chosen from presets (1 day, 1 week, 1 month before) or a custom interval
- A custom message template with variable buttons, SMS segment counter, and live preview
Editor layout: Tabs at the top of the sequencer let you switch between messages in the sequence. Preset quick-add buttons (“1 Day”, “1 Week”, “1 Month”) add a new message at a common interval in one click and pre-fill a starter template you can edit.
Smart scheduling: If a reminder would fire in the past at the time you book, Tattoo Studio Pro automatically skips it. For example, if you have a 1-week reminder set up and a client books only 2 days out, the 1-week reminder is not created for that appointment. The 1-day reminder still works as normal.
Custom message delivery: In v4.2, custom reminder templates are actually used when the SMS is sent. In earlier versions a hardcoded default message was sent regardless of your template. That is fixed.
Legacy migration: If your studio used the old single-message reminder system, your existing template is automatically migrated into a single-item sequence the first time you open the editor and save. Nothing to do on your end.
Message Variables
Variables are placeholders that get replaced with real data when the message is sent. Click a variable button in the editor to insert the variable at your cursor position (not at the end of the text).
| Variable | What It Inserts | Available In |
|---|---|---|
{CLIENT_FIRST_NAME} | Client’s first name | All tabs |
{ARTIST_NAME} | Assigned team member’s name | All tabs |
{STUDIO_NAME} | Your studio name | All tabs |
{APPOINTMENT_TIME} | Appointment date and time | All tabs |
{STUDIO_PHONE} | Studio phone number | All tabs |
{STUDIO_EMAIL} | Studio email address | All tabs |
{APPOINTMENT_CHECKIN_URL} | Unique check-in link for this appointment | All tabs |
{DEPOSIT_LINK} | One-time payment link for the deposit | Booking Confirmation only, when online deposits are enabled |
Check-in URL variable: {APPOINTMENT_CHECKIN_URL} generates a unique, secure link for each appointment. Including it in a reminder lets clients complete their intake form before arriving and check in digitally when they get there. Best practice is to add a short instruction before it, for example: “Please complete your check-in here: {APPOINTMENT_CHECKIN_URL}”.
Deposit link variable: {DEPOSIT_LINK} only appears in the Booking Confirmation tab, and only when online deposits are turned on under Settings > Payments. It inserts a hosted payment link where clients can pay their deposit with no login required.
Live Preview and SMS Counter
As you type, the editor shows a live preview of the message with sample values filled in. Below the editor, a segment counter shows the character count and how many SMS segments the message will use, so you can see the cost of each message as you write it.
Common Workflows
Setting Up a Booking Confirmation
- Go to Settings > Message Editor
- Click the Booking Confirmation tab
- Make sure the enable toggle is on
- Edit the message text and click variable buttons to insert dynamic fields at the cursor
- If online deposits are enabled, add
{DEPOSIT_LINK}where you want the payment link to appear - Review the live preview and segment counter
- Click Save
Building a Reminder Sequence
- Go to Settings > Message Editor
- Click the Reminder Messages tab
- Use the preset quick-add buttons (“1 Day”, “1 Week”, “1 Month”) to add reminders at common intervals
- Click each message tab to customize its content, timing, and toggle state
- Add
{APPOINTMENT_CHECKIN_URL}to at least one reminder if you want clients to check in digitally - Click Save
A reliable default for most studios is a 1-week reminder and a 1-day reminder. Add more if you want, up to 5 per appointment.
Disabling a Single Reminder Without Deleting It
- Open Settings > Message Editor, Reminder Messages tab
- Click the tab for the message you want to pause
- Toggle the enable switch off
- Click Save. The message is preserved but will not send
Message Delivery
Messages send via SMS (Twilio). Clients need a valid phone number on their profile to receive them. If the deposit link is included, clients tap it to pay on a hosted page with no login required.
Troubleshooting
Variables showing as literal text in messages (for example “{CLIENT_FIRST_NAME}” sent as-is)
- Verify the variable is spelled exactly as shown: curly braces, all caps, underscores
- Make sure the client and appointment data are fully filled in
- Example:
{CLIENT_FIRST_NAME}not{client_first_name}or{Client First Name}
Message template not saving
- Check your internet connection
- Refresh the page and try again
- Contact support if it persists
Clients not receiving reminders
- Verify the client has a valid phone number on their profile
- Make sure the reminder message you expected is enabled in the Reminder Messages tab
- Remember: reminders that would fire in the past at booking time are automatically skipped
- Contact support to check delivery logs
Deposit link variable not available
{DEPOSIT_LINK}only appears in the Booking Confirmation tab- Online deposits must be enabled in Settings > Payments before the variable becomes available
Check-in URL links not working in messages
- Ensure
{APPOINTMENT_CHECKIN_URL}is in the reminder template with correct spelling - Verify the appointment exists and has a valid Studio ID
- See Check-In Links for setup details
Related Docs
- Check-In Links: walk-in link, QR code, and appointment check-in setup
- Appointments: appointment creation and reminder triggers
- Settings: Message Editor location in settings