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Reminders, follow-ups and routing
A well-timed reminder helps a client prepare for their appointment. Choose the emails that fit your studio's way of working, and use quote-review cues to remind your team when a conversation needs attention. Client emails and team reminders have separate settings.
Choose the settings you need
Open Settings → Automations with business-management access. Every plan includes appointment reminder, post-session follow-up, enquiry routing and quote-review settings. You can prepare these settings before subscribing; receiving new public enquiries requires your studio to be live.
Choose your appointment emails
Think about what you'd want the client to know before arriving and how you usually follow up after a session. Use the emails alongside that conversation, rather than assuming an automatic message answers every question.
24-hour reminder email sends roughly 24 hours before an eligible scheduled or confirmed appointment. It is a reminder for an existing session, rather than an immediate booking-confirmation email.
Set 24-hour reminder email or 24-hour follow-up email to Enabled or Paused, then save. The follow-up is sent roughly 24 hours after a completed session. Mark the session completed when appropriate; elapsed time alone does not complete it.
These are email automations with fixed timing, not an SMS service or a custom sequence builder. Check the saved settings and delivery records rather than promising an exact inbox-arrival time.
Direct phone and walk-in bookings also need a usable email and Email booking updates enabled on that booking. The drawer starts this choice off. Adding an address later does not send old confirmations or silently enable reminders; review the choice in the booking's Client section. No email or opt-out means no reminder or follow-up job for that client. Contact them yourself.
Route new enquiries
New enquiry routing offers Manual assignment or Round-robin auto-assign on every plan. Manual enquiries stay in the shared queue until claimed or assigned. Round-robin distributes new enquiries among eligible teammates who can manage bookings.
Set Pause auto-assign after to cap each teammate's active requests, or leave it blank for no limit. Where useful, choose Prefer clearest matching schedule to consider preferred-date fit and linked artist workload. Review the eligible teammate and next-assignee information shown on the page.
Routing assigns responsibility for the enquiry conversation. It does not book time or determine who will tattoo the client. An artist selected by the client remains relevant to routing; review the actual enquiry owner and artist separately in Requests. Use the team workload cues when reassigning work.
Set quote-review timing
Set the studio-wide quote-review interval from 1 to 90 days. The default is seven days. This marks enquiries for staff review; it does not send automatic quote-chasing emails, expire an enquiry or change payment status.
The queue uses the latest recorded quote or client update. A queued email is not proof of delivery. Open the enquiry, read the conversation and decide whether to follow up.
Check your settings in use
Refresh the settings after saving. Check Requests for the active routing mode and the owner of a new practice enquiry. Check appointment email activity separately from private conversation messages.
If the expected message or assignment is missing, check the saved settings, appointment status and displayed error before contacting Support. A quote, message, payment and confirmed appointment remain separate states.