Appointment Reminders Tutorial (Website)

Control setting to require client contact reminders when scheduling appointments

Navigate to Company Account>Scheduling>Appointment Reminders

Open

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

• Users will need permission to view and edit company account to access the appointment reminder settings

• By default the adding client contact reminders will be required

• When considering toggling on or off the requirement for client contact reminders, please note users are able to select “NONE” for client contact reminders on the appointment level, including when client contact reminders are set as a requirement for billable appointments

New Appointment Reminder settings

1. Select the checkbox next to “Client” to enable the client reminder feature

2. Select the checkboxes next to “Email” and “SMS” depending on the communication channel(s) you want client contacts to have the option to receive appointment reminders through

3. Select the amount of days or hours in advance you would like the client contact to receive notification before the appointment takes place

4. Edit templates to reflect what you want the New Appointment Reminder notifications to communicate

5. Repeat steps for Staff Members

6. Click Save

• By default the new appointment reminder setting will be disabled.

• New appointment reminders are sent based on settings chosen at the company account level and /or client/staff profile level

• The system does not send new appointment reminders right after appointments are created.

• If you do not want any client contacts or staff members to have the option to receive appointment reminders, deselect the checkboxes next to “Client” and “Staff”

• The selections in the Company Account are only for default reminders. Client Contacts and Staff Member settings may be updated to override the company account default settings (See Staff and Client Contact Reminders below)

  • Setting up Client Contact and Staff Reminders under the Company Account will not automatically enlist all client contacts and staff to receive appointment reminders. Staff with permission may control staff reminder settings within their profile

  • Staff with permissions and access to clients may manage the client contact reminder settings as needed (client contacts will not have a way to manage their own reminder settings at this time)

• Notifications will include client initials, not client’s full name

Cancelled/Deleted Appointment Reminder Settings

1. Click Edit Cancelled/Deleted Appointment Reminder

2. Edit templates to reflect what you want the notifications to say for reminders regarding modified appointments

3. Click Save

• The Cancelled/Deleted Appointment Reminder Settings do not have Days/Hours fields as notification will be sent after the action occurs.

• Reminders for cancelled/deleted appointments will be sent by default if you have opted in for new appointment reminders.

• To opt out of cancelled/deleted appointment reminders, you will need to opt out of new appointment reminders

Modified Appointment Reminder Settings

1. Click Edit Modified Appointment Reminder

2. Edit templates to reflect what you want the notifications to say for reminders regarding modified appointments

3. Click Save

• Modified appointment reminders will be sent if the following fields are edited: date, time, staff or client assignment.

• The Modified Appointment Reminder Settings do not have Days/Hours fields as notifications will be sent after the changes have been saved.

• Reminders for modified appointments will be sent by default if you have opted in for new appointment reminders.

• To opt out of modified appointment reminders, you will also have to opt out of new appointment reminders

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

• Admin users can customize and add additional text if needed

Provide Permission to Staff View/Edit Reminder Settings

To give staff the ability to turn on and edit appointment reminders, navigate to Company Account>Roles>Edit Permissions>Under Staff Member Info, select “View/Edit Reminders”

• Only Staff Members with the Permission “View/Edit Reminders” has the ability to turn on and edit the reminders on their profile or other staff profiles that user has permission to access

• Users without this permission can still receive reminders and they will be able to opt out of receiving reminders at the appointment level.

Update Staff Member Reminder Settings

Staff with permission to Navigate to Staff Members>Click on the Staff Members Name>Scheduler Preferences>Reminders

1. Select the checkbox next to Email and/or SMS depending on the communication channel(s) that specific staff would like to receive appointment notifications through

2. Use the drop down menus to change the company’s default reminder settings for how many hours or days in advance the user would like to receive notification before appointment start time

3. Click Save

• Staff members will receive reminders for both non-billable and billable appointments

• By default if staff reminders are turned on at the company account level, staff reminders will be turned ON for all staff.

• Staff with permission to Edit reminders may choose to not receive appointment reminders by not selecting the checkboxes next to Email or SMS

• The Reminders tab will not appear in the staff profile scheduler preference unless reminders for staff are first enabled in the Company Account

• Staff with permission may override the default company account staff reminder settings.

For example: Company sets up reminders in the Company Account for staff to receive notification 1 hour before appointment start time. Staff can override that here to choose if they want to receive the reminder 2 hours before appointment start time or 1 day in advance

Manage Client Contact Appointment Reminder Settings

Navigate to Clients>Click on the Client’s Name>Contacts>Add New Contact or Click Edit on a Current Contact

1. Select the checkbox next to Email and/or SMS depending on the communication channel(s) that specific client contact would like to receive appointment notifications through

2. Use the drop down menus to change the company’s default reminder settings for how many hours or days in advance the client contact would like to receive notification before appointment start time

3. Click Save

• Eligible client contacts will only receive reminders for billable appointments.

• Client Contacts cannot currently control their appointment reminder settings. This is an admin level feature to manage client contact appointment reminder settings.

• EX: A company sets up reminders for a client contact to receive notification 1 hour before appointment start time. This can be overridden here if the client contact would like to receive notification 1 day in advance or 2 hours in advance instead

• Email checkbox will be enabled only if the contact has an email addresses listed in their contact page

• If SMS is selected, a phone number is required to enter before clicking save

• The Reminders field will not appear in the client contact page if not first enabled under the Company Account