Activity Templates

Activity Templates are a key part of PPS. Whether you are sending out a client letter, an e-mail to thousands of your patients or confirming an appointment booking via SMS, you will inevitably start using automated templates at one point or another as they really do save you hours of work a day.

This guide will take you through the process of setting up an actual template, using merge fields and then walk you through setting up your first email activity template. We will finally run through the extra features of creating a Letter, SMS and Telephone activity template and how they differ to email templates.

Setting up your Activity Template

  1. Navigate to your PPS Menu > Tools > Activity Templates (letters, emails, etc.)
  1. On the list of activity templates click the Add button at the bottom.

  2. For this scenario, we will create a new email template so click on the "E-mail" tab. Firstly, add the name of your template at the top in "Template Name" and also select your category on the drop down menu on the top right. The "Category" menu is an important selection, so do make sure that you choose the correct one. In this instance we will choose “Marketing / Mail shot”. However if we were to choose "Appointment Booking Confirmation" in the selection, this Activity Template will become available in that area of the system also.

  3. You also have the "Type" drop down menu. This is a custom selection for you to optionally use. By typing into this box, you will enable a sub-category that helps organise and select templates throughout the system and is worth defining once your Activity Template list starts to grow.
  4. Reminder: As mentioned at the start of this guide, everything shown within this scenario can also be used in the relevant Letter, SMS Message and Telephone Call sections of Activity Templates as they all work in a very similar way. More information regarding these differences are displayed at the bottom of this guide.
  5. The above example is based on a email template setup for a marketing mail shot using the standard text section, however we do have a separate video walkthrough on YouTube that takes you through how to use the HTML wizard which can really give your email more impact to the recipient.

  6. We need to give the email a subject name – this will show as the subject of the email, so it is worth give some thought as to what you think your clients would like to see in their email inbox. You can then start to incorporate PPS Merge Fields into your email. You can click on the Edit Text button to bring up a larger text area to write and use your respective merge fields.

  7. You can enter the <<CLIENTNAME>> merge field as an example, which is used to insert an individual client name onto the email. There are a wide variety of merge fields available in PPS so it is worth spending a few minutes to familiarise yourself with what is available

  8. To select a merge field just click on the Merge Field button within the Activity Template screen, select a merge field from the list, then click into the email text area and it will automatically paste itself to the chosen area.

  9. You can optionally assign an email attachment to this activity template if you wish. Just click on Select Attachment and choose the file you want to use - PPS will do the rest.

  10. The Bottom section of the Activity Template screen allows you to "follow up" this template whenever it is used with another template that you have already created. An example of this is if you are using an Appointment Follow Up template where you send a letter to your Client several weeks after their appointment as a matter of courtesy. When the letter is sent, PPS will prompt you to schedule the "follow-up" automatically. The options available for follow-ups (including combinations of letters/e-mails/SMS & telephone calls) gives you great flexibility to automate your activities and keep in contact with your clients by making PPS do the work for you.

  11. Now that you have made all of your selections and written the email text, your email template is ready so click OK on the Activity Template screen at the bottom. This has saved the template and it is now ready for you to use within the system.


1. With the creation of a Letter Template, the Subject box is for your use only, so can be named more relevant to the practice itself.

2. Letters Using Microsoft Word (Or Kingsoft Writer) is very popular for creating letter templates as it allows you to import all of your letter text into a document that allows you complete control of fonts, text size, graphical images such as headers and footers, etc. Once you click on the Create New Document button, you can start to define your own Word or Writer documents. The Select Existing Document button is for any pre-made templates you have created outside of PPS.

3. You can define this template to also print an Address Label if you are printing a letter that is going into a non-windowed envelope.


SMS Message

1. With the creation of an SMS Template, the Subject box is for your use only, so can be named more relevant to the practice itself.

2. 160 characters are allowed in an SMS text message so bare this in mind when creating your SMS message template although you can create tenplates that utilise 2 text message credits. Try not to use merge fields that are much bigger than the merge field itself as this does count towards your text limit. For instance <<ADDRESS>> is only 11 characters but your actual clients address may be more than 100 characters.

3. Click here to view our guide on setting up your SMS Message Account


Telephone Call

1. With the creation of a Telephone Call, the Subject box is for your use only, so can be named more relevant to the practice itself.

2. The text entered here is solely for the practice to read, so you can be as information or as vague as you wish.



1. If you use a label printer within your clinic then creating custom lable templates will be a useful addition. Simply enter the text and merge fields as required, and then select the appropriate size label layout as required.


This concludes the PPS Help Guide

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