Action: send an email
The Send Email action emails the patient tied to the triggering event. It mirrors the text-message action, with a read-only email sender block on top. Select the node to open its settings sidebar; the footer has Delete Node, Cancel, and Save Changes.
Sender (read-only)
Section titled “Sender (read-only)”- From Name — Auto-set from your site’s name in settings.
- From Email Address — Auto-set from your site’s verified sender email. Contact admin to change.
Both are read-only on purpose: the authoritative source is your site settings, and Teamio looks them up fresh at send time. To change them, an admin updates the verified sender in your site settings.
Email Rules — the core
Section titled “Email Rules — the core”Same structure as SMS: a table of rules, each row with Proc Code, Template, and Send When. Select Add Rule for as many as you need, and the X on a row to remove one.
- Proc Code — Open Dental procedure codes this rule matches (multi-select).
- Template — the email, chosen from your Wiki email templates (Wiki pages tagged as email templates), which carry a subject line as well as a body. Build them in the Wiki.
- Send When — the timing relative to the event (see below).
When the workflow fires, Teamio matches the event’s procedure codes against the rules and sends the matching email — subject, body, and merge fields filled in per patient.
Timing (Send When)
Section titled “Timing (Send When)”As with SMS, Send When is trigger-aware and always in whole-day steps:
| Trigger | Send When options |
|---|---|
| Appointment Scheduled | Immediately · On the Day of Appointment · 1, 2, 3 Days Before Appointment · 1 Week Before Appointment |
| Appointment Completed | Immediately · 1 Day After · 2 Days After · 1 Week After Appointment is completed |
| Appointment Broken | Immediately · 1 Day After · 2 Days After · 1 Week After Appointment is Broken |
| Procedure added via Procs Quick Add | Immediately · 1 Day After · 2 Days After · 1 Week After Procedure is Added |
No trigger offers both before and after — only Appointment Scheduled has before-style timing.
For New Patients Only
Section titled “For New Patients Only”On the Appointment Scheduled trigger, the same new-patient section as the SMS action appears. It’s a radio choice:
- For All New Patients (regardless of procedure) — one Template plus Provider(s) (empty = Any Provider).
- Procedure Specific — switches to a Proc Code | Provider | Template rules table.
Email is a natural fit here for the longer welcome — directions, parking, what to bring — paired with a short SMS.
SMS vs email — which to use
Section titled “SMS vs email — which to use”- SMS for anything time-sensitive or short (confirmations, reminders, rescue texts) — it gets read in minutes.
- Email for longer, richer content (welcome packets, detailed instructions, statements).
Many offices run both as parallel actions on one trigger.
Select Save Changes to write the rules back onto the node, then Save Workflow.