Appointment Reminders.
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.
*Please note, this is an “All or Nothing” feature. If you opt in to receive Appointment Reminders, notifications will also be sent when appointments are modified, cancelled, or deleted.
Setting up Default Appointment Reminders
Set Up | Description | Helpful Knowledge |
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Control setting to require client contact reminders when scheduling appointments
| Navigate to Settings>Scheduling Scheduling Settings>Appointment Reminders
Click Edit New Appointment Reminder
Turn the toggle on (right) or off (left) depending on if you want to require users to add client contact(s) reminders when scheduling billable appointments Toggle on: User will be required to enter client contact(s) for billable appointments Toggle off: Optional to add client contact(s) reminders on billable appointments |
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New Appointment Reminder settings
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Cancelled/Deleted Appointment Reminder Settings |
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Modified Appointment Reminder Settings |
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Reminder Templates | Users may customize reminder templates for new appointments as well as cancelled/modified appointments when the client or staff reminder options are selected and Email or SMS are also selected When creating/editing templates, click “Add Template Fields” to add fields that will pull from the appointment and autopopulate on the notification such as Appointment Date, Appointment Time, Client Contact Name, Client Name, and Staff Name |
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Staff Reminders
Step | Description | Helpful Knowledge |
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Navigate to Staff>Click on the Staff Members Name>Reminders |
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To give staff the ability to turn on and edit appointment reminders, navigate to Settings>Staff Member Settings>>Roles>Edit Permissions>Under Staff Member Info, select “View/Edit Reminders”
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Client Reminders
Step | Description | Helpful Knowledge |
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Navigate to Clients>Click on the Client’s Name>Contacts>Add New Contact or Click Edit on a Current Contact |
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Reminders on the Appointment Level
Step | Description | Helpful Knowledge |
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When creating a billable appointment on the Scheduler, if there is an asterisk* next to the Client Contact Reminders field, it is required to select a Client Contact before saving the appointment. If there is no asterisk next to the Client Contact Reminders field, it is optional to add | You can enter multiple client contacts (if multiple client contacts have their reminder settings enabled under the clients profile) You can select just one of the Client Contacts in the drop down menu You can select “None” to not send any client contact reminders for the appointment If client contact(s) do not have their reminder settings turned on from the client’s profile, user will see the following message on the appointment level, “There are no contacts to select”
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Select or Deselect the checkbox next to “Send Reminder to [STAFF NAME]” depending on if that staff member would like to receive a reminder for that appointment | Keep the checkbox selected to send staff an appointment reminder Deselect the checkbox to not send the staff member an appointment reminder:
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When scheduling Non-billable appointments, client contact reminders are not available but you can still select for a staff member to receive an appointment reminder |
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When scheduling Travel appointments, neither client contact nor staff reminders are available |
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Entering Client Contact Reminders are not available on the Mobile Browser | Users will see a message next to the Client Contact Reminders field on the mobile browser advising users to “Go to desktop application to add/edit client contact reminders.”
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Actions taken after an Appointment has been created
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Changing Date/Time on an Appointment |
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Changing Client Assignment on an Appointment |
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Changing Staff Assignment on an Appointment |
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Cancelled Appointment |
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Deleted Appointment |
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Appointment Series |
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Additional Information
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 settings, the system no longer sends reminders even if they are already selected on existing appointments