🏆 What you'll achieve:

New patients get a beautiful, branded welcome email before their first appointment

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 Patients
Subject line: Welcome to [business]! Please read first
From 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!

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