Change the text of your programme code email

When you assign an exercise programme to a patient whose email address is entered in Physitrack (either manually or from your PMS or EHR), that patient will receive an email with instructions on how to access their exercise programme.

You can adapt the text of this e-mail to the needs of your clinic or practice and add additional information, such as emergency contact details or a link to your online booking form.

1

Log in to your account on the web version of Physitrack, click on your name at the bottom right and go to Settings. Scroll down to the "Program code email" section.

2

Select who should be the sender of the message (your name or the name of your practice). This is the sender that will be visible in your patient's e-mail.
You can set the name of your practice by clicking your name at the bottom right; then go to Practice details.

3

Select whether you want replies to the programme code e-mail to be sent to your e-mail address or to support@physiapp.com.
Please note that we do not forward or reply to communications that are not strictly related to technical questions about PhysiApp itself. We therefore recommend that you leave this setting on.

4

Set the subject of the message.
To avoid the e-mail being marked as spam, we recommend you use a clear and short subject line.

5

Edit the body of the message.

Important: our system uses so-called placeholders. These are fields that you can recognise because they are enclosed in %{ }, such as %{access_code}. When the e-mail is sent, this text is replaced by patient data, such as (in this case) the access code for this patient's exercise programme. Some of these fields are mandatory and you should leave them in the message (but you decide where). See the table below for details.

Field name	Required?	Description
access_code	yes	The access code of the patient's exercise programme
additional_comments	no	Additional comments, if any entered on the page when assigning the programme
app_name	no	The name of the application the patient uses - this will be PhysiApp, unless your clinic or practice uses a Branded App
client_first_name	no	Patient name (first name only) - if you prefer to address your patient that way
client_name	no	Patient name (first and last name)
date	no	The start date of the patient's exercise programme
link_to_app	yes	This is a dynamic link to the iOS/Android/web version of PhysiApp. When the patient clicks this link, the device is detected and the patient is sent to the App Store or Play Store and/or automatically signed in to the appropriate version of PhysiApp.
link_to_web_version	yes	This is a link to the web version of PhysiApp. Patients are redirected to PhysiApp, where they enter their year of birth and are then logged into their exercise programme.
pdf_url	yes	If the PDF of the exercise program is too large to be attached to the email (i.e. larger than 1 MB), a link will be displayed here, allowing the patient to download a copy of their exercise programme.
practice_name	no	Name of the practice, if entered on the Practice details page
practitioner_name	no	Practitioner name (first and last name)
program_access_section	yes	Will display buttons in the message to open PhysiApp or open the programme in a browser Branding options are currently not supported for buttons in emails.

6

Click on Preview message to preview the e-mail as it will be sent to patients after you save your changes. Click Save changes if you are satisfied or Reset to default messages if you want to undo your changes.