Setting Up Email Automation for the Scheduler

PhotoBiz Scheduler Email Automations

Scheduler Email Automations allow you to automatically send emails to clients before or after their appointments. Your PhotoBiz account already includes two pre-built Scheduler email series that are ready to use, and you can customize them or create your own.

This guide explains how to access Scheduler Email Automations, how to customize or create a series, and how to enable a series for your Scheduler services.

Default Series Included in Every Account:

Appointment Reminder Series
Appointment Reminder & Testimonial Series

These can be used exactly as they are or edited to match your studio’s style.

STEP ONE

Log into your PhotoBiz account and click on MARKETING in the left-side menu.

STEP TWO

Click on Email Automation at the top of the Marketing control panel.

The Email Automation page is organized by product:

Client Galleries
Scheduler
Invoicing

Click a product name to view its email series. Then click the series name to see the emails inside it.

STEP THREE

Click on SCHEDULER from the Email Automation options.

You will see:

The two default sample series included with your account
Any custom series you have created

Click the name of any existing series to open and edit it.

STEP FOUR

Use the existing sample series or create a new one if needed.

Most users will not need to create a new series. The two default Scheduler series already contain pre-configured emails and can be used immediately with no changes.

To customize one of your existing series, simply click on the series name to open it.

If you want to create an additional series, click NEW EMAIL SERIES. You will see three options:

Appointment Reminder Series

Pre-configured with:

Appointment Reminder, 2-Weeks Before Appointment
Appointment Reminder, 1-Week Before Appointment
Appointment Reminder, 1-Day Before Appointment

You can use this series exactly as-is or edit any email.

Appointment Reminder & Testimonial Series

Pre-configured with:

Appointment Reminder, 2-Weeks Before Appointment
Appointment Reminder, 1-Week Before Appointment
Appointment Reminder, 1-Day Before Appointment
Testimonial Request, 2-Days After Appointment

This series can be used immediately or fully customized.

Custom Series

Start from scratch and build your own set of emails.
You will choose each email type, trigger, and schedule.

If you choose Custom Series, the first step will be to give the series a title. This title is internal only. Best practice is to use a clear name so you can easily identify it when assigning it to Scheduler services.

STEP FIVE (optional)

Program and customize the emails inside your series.

Click any email inside a series to edit it. Each email includes three tabs:

Details

Choose the email type
Select the trigger (Before or After Appointment)
Set the trigger date
Mark Active = Yes to turn the email on

Content

Edit the subject
Edit the email body
Add optional preheader text

Recipients

Scheduler emails always send to the client who booked the appointment
Recipient filtering is not available for Scheduler

Emails will not send until they are marked Active.

STEP SIX

Enable a Scheduler email series on a service.

Click SCHEDULER in the left-side menu.

Click SERVICES at the top.

Click the SERVICE NAME you want to update.

In the right-side menu, click EMAIL AUTOMATION.
Choose which email series to use.
Save your changes.

If prompted, click Yes, activate all emails.

Once enabled, clients who book that service will automatically receive the series of emails based on your triggers.

Important: Thank You Message vs. Email Automations

Each Scheduler Service includes a Thank You Message that is automatically sent immediately after a client completes a booking on your website.

This message is not part of Email Automations.

To edit it:

Scheduler → Services → Click the Service Name → Thank You Message tab

The Thank You Message always sends instantly upon booking. Automated emails send separately based on your trigger settings.

Scheduler Email Types and Trigger Options

Appointment Reminder

Trigger: Before Appointment
Timing Options:

1–90 days before
1–3 weeks before
1–12 months before

Testimonial Request

Trigger: After Appointment
Timing Options:

1–90 days after
1–3 weeks after
1–12 months after

Book Soon Reminder

Trigger: After Appointment
Timing Options:

1–90 days after
1–3 weeks after
1–12 months after

General Message

Trigger: Before Appointment or After Appointment
Timing Options:

1–90 days
1–3 weeks
1–12 months

Use this type for prep instructions, follow-up information, promotions, or general communication.

Additional Notes

Automated emails send once per day at 9 AM in your account's time zone.
Each email sends once per appointment.
Only emails matching the selected trigger rules will send.
Editing an active series may affect future sends and tracking.

Email Marketing Usage

Your membership includes 10,000 marketing emails per month.
Marketing Campaigns and Email Automations share this quota.
Unsubscribed and bounced addresses will not receive any automated emails.

Account Verification

Your account must be verified before linking a series to a Scheduler Service. Contact Support for verification.

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