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Customize Scheduling email templates

Learn how to edit the emails Zocks Scheduling sends, personalize them with variables, and choose which template each email uses.

Scheduling emails are the messages Zocks sends to clients and team members before and after a meeting is booked, like booking invitations, reminders and confirmations. You can rewrite them in your firm's voice, personalize them with variables, and link to your own forms or pages. The meeting details, buttons and footer stay in place, so you can't break the booking flow by accident.

Before you start: Account Owners, Administrators and Administrative Assistants with Templates can edit Scheduling email templates.

Find your Scheduling email templates

  1. Go to Settings → Setup and open the Templates tab.

  2. Under Scheduling emails, click Sent to clients or Sent to team members.

Templates are grouped by email type, each type shows when the email is sent. Templates marked System are the Zocks defaults.

Edit a template

When you edit a Zocks default, your changes are saved as a new template. The Zocks default stays as it is, so you can always go back to it.

  1. Click the template you want to change, for example Standard Booking Invitation.

  2. Edit the Subject and the text blocks. Use the toolbar to format text, add lists and links, or insert variables.

  3. Click Preview to see how the email looks to the recipient, then click Edit to go back.

  4. Click Save as new template. To drop your changes, click Discard.

You can also click Duplicate in the right-hand panel to start from a copy of any template.

What you can and can't change

The legend above the email shows which parts are which:

  • You can edit (dashed outline): the subject line and the text blocks, such as the greeting, the message and the action button's text.

  • Locked (lock icon): the sender line, the meeting details, the action button can't be removed (like Book a time) and the footer.

Personalize with variables

Variables fill in the right details for each email, so one template works for every advisor and client. To add one, type { or click Insert variable in the toolbar.

Variables you'll see in the templates include Client first name, Advisor name, Advisor first name, Advisor last name, Event type name, Duration and Location.

Some blocks only appear when a value is set. For example, a block marked Only if Firm business address is set is left out of the email if your firm has no business address.

Please note:

  • Text in square brackets is sent to clients exactly as you write it. Zocks doesn't treat it as instructions for the AI Assistant.

  • You can't add attachments. To share a file, link to it instead.

  • Only email templates can be edited. SMS reminder text can't be changed.

Create a template

Start a new template when you want to write an email from scratch instead of copying an existing one.

  1. Go to Settings → Setup, open the Templates tab and click Add template.

  2. Under Type, choose the email you want to create a template for, for example Booking invitation, Booking declined or Rebooking invitation. You’ll find these under Scheduling emails to clients or Scheduling emails to team members.

  3. Change the Name if you like, and add a Description so your team knows what the template is for.

  4. Click Create template.

The template opens in the editor with the Zocks default text for that email type. Edit it the same way as described above, then click Save. Your new template appears next to the Zocks default with an Account label.

Choose which template each email uses

You can have several templates for the same email type. On the Settings → Setup → Scheduling page open the Email Templates tab and the template for each email type.

Reminders work differently: you pick a template for each reminder you've set up. This way, a reminder sent 14 days before can say something different from one sent 7 days before. To set up reminders, see Scheduling reminders.

Tips for best results

  • Give each reminder its own message, so clients don't get the same email twice.

  • Use Preview before you save to check that variables and links look right.

  • Give your templates clear names, so your team can tell them apart when choosing which one each email uses.

FAQs

Can I go back to the Zocks default?

Yes. Editing never changes the Zocks default, you can select the System template again.

Can advisors have their own version of a template?

No. Scheduling email templates are set for the whole account. Advisors can view the templates in use but can't edit them.

Why can't I edit the meeting details or the buttons?

These parts are locked so every email keeps accurate meeting information and working booking links.

Can I attach a file to a Scheduling email?

No. Upload the file to a shared location and link to it from the email text.

Availability

Available on Ultimate plans.

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