Appointment Reminders will allow staff and/or client contacts to receive email and/or SMS notifications for upcoming appointments, modifications to those appointments, as well as cancelled or deleted appointments.
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Changing Date/Time on an Appointment | Changes to the date/time will result in a modification reminder being sent to the staff and or client contact(s) added on the appointment level Changes to the END time of an appointment will not be sent outThe notification will be sent after the modifications are saved Modification template will be used for date and/or time changes
| Staff and Client Contact(s) will receive modification notifications prior to the appointment reminder notification if a modification was made well in advance before their new appointment reminder is set to alert them If the original appointment reminder was first received, then the appointment was modified, the staff and client contact(s) will receive the modification notification. They will also receive a new appointment reminder for the new date/time.
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Changing Client Assignment on an Appointment | If the client assigned to an appointment is changed after the reminder was sent to the contacts of the original client, the same client contacts who received the previous reminder will receive a cancellation notification If the client assigned to an appointment is changed after the reminder was sent to the staff member, the staff member will receive a cancellation notification regarding the appointment with the previous client and then they will receive a new appointment reminder for the appointment with the updated client The new client contact added to the appointment will receive the new appointment reminder If the client is changed before the appointment reminder went out to the original client contacts and staff member, then no notification will be sent to the original client contact nor staff about the change. Depending on when their reminder settings are set up to notify them, the staff and new client contact will receive an appointment reminder at that time
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Changing Staff Assignment on an Appointment | If the staff assigned to an appointment is changed after the original staff member received a reminder about this appointment, the original staff member will receive a cancellation notification If the staff assigned to an appointment is changed after client contact(s) received an appointment reminder, the client contact(s) will receive a cancellation notification for the appointment with the original staff member and then they will receive a new appointment reminder with the new staff member The new staff assigned to an appointment will receive the new appointment reminder If the staff assigned to an appointment is changed before the staff and client contact(s) have received an appointment reminder, no one will be notified of this change. The new staff member and client contact(s) will both receive a new appointment reminder notification dependent on their reminder settings
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Cancelled Appointment | | Staff and Client Contact(s) will receive a cancellation notification prior to the appointment reminder notification if a cancellation was made well in advance before their new appointment reminder is set to alert them Once an appointment is cancelled, any action taken on the cancelled appointment (such as changing the dates, times, or deleting the cancelled appointment) will not trigger a notification for staff or clients
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Deleted Appointment | | Staff and Client Contact(s) will receive a cancellation notification prior to the appointment reminder notification if a deletion was made well in advance before their new appointment reminder is set to alert them If the appointment was deleted after the appointment was cancelled, the staff and client contact(s) will receive two cancellation notifications, one when the appointment was cancelled and one when the appointment was deleted
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Appointment Series | Modifying and deleting whole appointment series does not trigger appointment reminders to staff or client contact(s) For series appointments, if a user makes a change to a whole series such as changes the recurrence, days of the week, removes a day or adds a day, changes date range, changes the # of occurrences, etc. the system does not send any reminders Reminders are only sent if user cancels, deletes, or modifies a single occurrence appointment
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Good to Know:
If an appointment is scheduled under 60 minutes before the appointment start time, the system will send a notification to that staff member and client contact(s) immediately
Changing appointment details such as the Place of Service, Location, Tag, Service, Pay Code, entering notes in the appointment note field, or staff verifying the appointment will NOT send out notifications
When disabling reminders from the company account, the system no longer sends reminders even if they are already selected on existing appointments
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