🏆 What you'll achieve:
New patients get a beautiful, branded welcome email when they book their first appointment. Include important information or introductions.
Time: 10 minutes
Prerequisites: You have Cliniko connected to Peptalkr
Step 1: Create your email (5 minutes)
Go to Email manager → Transactional → Click Create an email
Name it:
Welcome - New PatientsSubject line:
Welcome to [business]! Please read firstFrom name: Your clinic name
From email: Click show my domains and select a domain to send from
Enter anything before the @ symbol (learn more)
Verify your own domain or send from our domain @peptalkr.app
Add recipients to a list: Select "Don't add to a list"
Now the Build your email button will turn green - click it!
💡 Transactional emails are automated emails sent to Cliniko patients based on appointment activity.
Choose a template
We've set you up with stunning email templates if you completed the personalised templates quiz - make sure you complete that step during onboarding or chat to us if you think you're missing the templates (or have old ones!)
Click My Templates
Select the 👋 Welcome template to open the email builder
Customise the template
This template is ready to go with your brand and colours.
Now to use the drag & drop email builder:
You can customise it more later, but for now:
Check the welcome message is appropriate for your clinic
Add your intake form link if you want patients to complete it (optional - learn more)
Add/remove anything else you need
Click Preview to see how it looks
Click I'm done, return to snapshot
Scroll down and make sure you press Finish (no need to test it yet)
✅ Email created! Now let's connect the trigger...
💡 Want to know more about inserting patient information? Learn about [variables]
Step 2: Connect a trigger (3 minutes)
You'll see a message saying Ready to start triggering. So head over to the Email Triggers screen.
Click the plus button to create a trigger
Name it:
Welcome - New Patients (First Appointment)Trigger type: Automated Recurring
Marketing email? No
When to send: After an appointment is created
Timing: 5 minutes
Filters: Click Add filter
Select Appointment count
Choose Exactly
Enter 0
This ensures only patients who booked their VERY FIRST appointment, but have not attended one yet receive this email
Frequency: Every time the conditions are met
Template: choose "Welcome - New Patients"
Click next to see a summary, then click Finish.
💡 This basic setup works for 80% of clinics. Want to target patients who are new to a particular treatment, not necessarily your clinic? See our comprehensive guide
Step 3: Test it (2 minutes)
Now let's see what it will look like for a real patient with dummy data inserted.
From the triggers screen, click the test icon (little email symbol) next to the trigger you just created
Check your inbox - you should get a test welcome email
Check that: it looks good and important links work
Looks good? Turn the trigger ON!
🎉 Done! Your welcome emails are now live.
💡 Make sure you refer to our go-live checklist for triggers here - see the checklist
What happens now?
Every time a patient completes their first appointment:
Peptalkr sends them a welcome email immediately
It includes your branding and any important information
It makes new patients feel valued from day one
Ready to level up?
This quick version assumes "new patient = first appointment booked" which works for most clinics.
🎯 Want more control over who gets this?
📚 Want to understand all trigger options?
What to set up next?
✅ Working great? Nice! Here's some ideas:
Send appointment reminders before appointments
Request feedback after appointments
Recall cancellations automatically