Adding Your Online Scheduling Link to an Email Template

If your practice uses Smart Scheduling, you can add a link for your online scheduling page right in an email, making it even easier for your patients to book an appointment.  To add your scheduling link to an email template, follow the steps below.

Note: We recommend creating your email template before following the steps.  To create a template from your desktop Dashboard, see Creating an Email Template in the Dashboard.  To create a template in the Practice Online Portal, check out Creating and Using a Custom Email Template in POP.

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Copying Your Online Scheduling Link

To add your online scheduling link to an email template, you first need to copy it from the settings in your Practice Online Portal (POP).  To get your link:

  1. Log into the Practice Online Portal.

  2. Click Smart Scheduling in the left-hand menu and select Settings:

    Screen_Shot_2022-08-23_at_2.19.29_PM_2.png

  3. Scroll down and click General Settings:

    Screen_Shot_2022-08-23_at_2.20.11_PM_2.png

  4. On the General Settings page, scroll down to the New Patients section and click Copy to Clipboard to copy your scheduling page link.  (Don't worry that it's in the New Patients section; this link works for both new and existing patients.):

    Screen_Shot_2022-08-23_at_2.26.39_PM_2.png

  5. Depending on where you've creating your email template, continue to:

 

Adding Your Link to an Email Template in the Dashboard

To add the link for your online scheduling page to an email template you created from your desktop Dashboard:

  1. From the YAPI Dashboard, click Setup and Manage Setup_and_Manage.png and select Manage Documents and Templates.

  2. When prompted, enter your YAPI password and click OK.

  3. In the Email Templates tab, click to select the template you want to add your scheduling page link to, then click Edit:

    Screen_Shot_2022-08-23_at_2.49.23_PM_2.png

    Note: If you haven't created your email template yet, follow the instructions in Creating an Email Template in the Dashboard.
  4. Once the Email Template Editor loads, locate the Action Button section.  Click the Action Button tabs to find the first empty one:

    Screen_Shot_2022-08-23_at_2.50.11_PM_2.png

    Note: The Email Template Editor doesn't allow for more than 3 button links.  If all your Action Buttons are used, we recommend removing an existing link in favor of your online scheduling link.
  5. In the Text box, enter the text you want to show on the link button.  This is usually a call to action, like "Click Here to Schedule Online!":

    Screen_Shot_2022-08-23_at_2.50.32_PM_2.png

  6. In the URL box, paste the online scheduling link you copied from the Practice Online Portal:

    Screen_Shot_2022-08-23_at_2.50.50_PM_2.png

  7. Optional: In the Color dropdown menu, select a color for your link button. (Otherwise, the button will default to red.):

    Screen_Shot_2022-08-23_at_2.51.43_PM_2.png

  8. Click Save, then OK.  Your patients will now see a button linking to your scheduling page when you send them the email!

    Screen_Shot_2022-08-23_at_3.29.51_PM.png

 

 

Adding Your Link to an Email Template in POP

To add the link for your online scheduling page to an email template you created the Practice Online Portal (POP):

  1. In POP, click Templates in the left-hand menu and select Email Templates:

    Screen_Shot_2022-08-23_at_3.15.44_PM_2.png

  2. Find your template in the category you saved it to and click the Edit icon Edit.pngto open it:

    Screen_Shot_2022-08-23_at_3.01.36_PM_2.png

    Note: If you haven't created your email template yet, follow the instructions in Creating and Using a Custom Email Template in POP
  3. Once your email template opens, scroll down to the Buttons section and click the Edit icon Edit.png:

    Screen_Shot_2022-08-23_at_3.02.06_PM_2.png

  4. In the pop-up, click the checkbox next to Button 1 to select it or, if Button 1 has already been used, select the checkbox for the next available button:

    Screen_Shot_2022-08-23_at_3.02.34_PM_3.png

  5. In the Text box, enter the text you want to show on the link button.  This is usually a call to action, like "Click Here to Schedule Online!":

    Screen_Shot_2022-08-23_at_3.02.34_PM_2.png

  6. In the URL box, paste the online scheduling link you copied from your Smart Scheduling Settings:

    Screen_Shot_2022-08-23_at_3.04.13_PM_2.png

  7. Optional: In the Color dropdown menu, select a color for your link button. (Otherwise, the button will default to black.):

    Screen_Shot_2022-08-23_at_3.04.35_PM_2.png

  8. Click Save.  Your patients will now see a button linking to your scheduling page when you send them the email!

    Screen_Shot_2022-08-23_at_3.29.51_PM.png

 

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