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Trigger your transactional emails
Updated over a week ago

If you've created a transactional email template, you might be wondering how the heck to actually send it. Well - let us introduce you to triggers.

What is a trigger?

A trigger tells Peptalkr when to send a transactional email, and defines who should receive it - with a high degree of specificity.

Triggers will only send email to patients when all conditions are met. This means that you can fully customise who, when, why and how frequently these emails and SMS are sent.

How do I make one?

Head to the Triggers tab and click the purple plus sign to add a new trigger.

This will open our Trigger Wizard - which will take you through the steps, fully guided, to get your email sending quicker than you can say Peptalkr (almost).

Step One: Name & Kind

Give your trigger a name, and select whether it is:

  1. Automated Recurring

    Sends itself to a [patient/client] based on their interactions with your business and the various conditions they match.

  2. A one off blast

    Sends on-demand to a select group of [patients/clients] all at once. You can filter who receives it and schedule a send time.

Step Two: Marketing or non-marketing

Choose whether your message should only reach those who are in your marketing list, or is an important message that needs to reach all [patients/clients] you specify in compliance with your local laws.

Step Three: When should it send?

Choose which triggering event in Cliniko will set the wheels in motion for this message to send at just the right moment. In the next step, you’ll be able to get more specific about who receives it.

Trigger name


Good for

Before appointment

Sends before an appointment commences.

  • Reminders

  • Sending intake forms

After appointment (incl. recalls)

Sends after an appointment ends.

  • Requesting feedback

  • Reactivations/recalls

  • Follow ups

  • Post-appointment care/education

Appointment created

Sends after an appointment is created.

  • Confirmations

  • New patient welcome packs

  • Sending intake forms

Appointment cancelled (incl. recalls)

Sends after an appointment is marked cancelled.

  • Cancellation recalls

  • Cancellation confirmations

Appointment marked DNA (incl. recalls)

Sends after an appointment is marked DNA.

  • DNA recalls

  • DNA notices

Invoice created

Sends after an invoice is created.

  • Confirmation of purchase (not a receipt - just details/instructions relating to their purchase)

Invoice paid

Sends after an invoice is marked paid.

  • Post-appointment care/education in relation to a specific invoice item

Medical alert added to a patient

Sends after a medical alert is added to the patient file.

  • On the fly information sent from within Cliniko

After a certain number of appointments

Sends 1 hour after a patient reaches a certain total number of appointments.

  • Requesting feedback

Step Four: Filters to apply

Use filters to narrow down exactly who should receive this message. You can include or exclude your selections.

Choose from:

  • Businesses to target (if you have multiple businesses in your Cliniko account)

  • Cancellation reason (*only available for cancellation triggers)

  • Products (*only available for invoice triggers)

  • Billable items (*only available for invoice triggers)

  • Appointment categories

  • Appointment types

  • Practitioner seen/scheduled to see

  • Appointment count

  • Gender

How applying multiple filters works

Each filter selection you make within a category is treated with an 'OR' rule whereas the selections you make across filter categories is treated with an 'AND' rule. Learn more about this here:

Step Five: Frequency (automated recurring only)

Select whether a patient should receive a fresh copy of this message if the triggering event occurs again.

Step Six: Template

Select which transactional email template this trigger should send.

👉 You must publish your template before it will appear in the dropdown.

Step Seven: Summary

Review your settings. If everything looks good, hit the finish button to save your trigger. You can then choose to turn it on if you’re ready, or come back later to make more edits.


Head here for some handy tutorials on making some of the most popular transactional emails.

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