Creating Appointment Reminders

Written by Sam
... on a nifty November day.

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📖 In This Article

›
›Who will receive the reminders
›When will the reminders be sent
›How will the message be sent

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If wanting to send SMS Reminders, purchase SMS Credits as they are required for them to be sent.

Sending appointment reminders are important in ensuring Clients are reminded of their upcoming appointment, for individual consultations or group classes.

Clients that do not have the required consent box ticked for SMS Reminders or Email Reminders in their Profile will not receive a reminder even if their booking is included in the Campaign.

There are different ways to manage Campaigns:

• Send the same message to all Clients attending consultations or classes across all Locations with all Practitioners when the same information is relevant, using the placeholders to customise the message.
• Send more customised messages for specific Locations/Services/Practitioners if different instructions are required.

• If providing Services and Classes, at least 2 different Campaigns will be required as the same campaign can only be used for either Services or Classes, not both.
• If setting up multiple Campaign, ensure the same booking is not included in more than one Campaign as this would result in the Client receiving multiple SMS Reminders.

  Go to Manage.

Click Reminders under Communications.

Click Create Reminder in the bottom right corner.

Add a Title to easily recognise your message.

Click Next.

Who will receive the reminders

This section covers how to configure which clients receive which reminders.

Select if Services or Classes attendees will receive the messages.

Choose which Classes or Services are included (All or a Selection – select which ones).

Choose for which Locations the message is sent (All or a Selection – select which ones).

Choose for which Practitioners the message is sent (All or a Selection – select which ones).

Click Next.

When will the reminders be sent

Select how long before the appointment the message will be sent. Set a Number of Days, Weeks or Months.

Select which day of the week should the message be sent, Every Day or Specific Days.

If you choose Every Day, you can choose to Skip Weekends so that messages will be sent on Friday instead.(e.g. if you send your message 2 days before the appointment, reminders for appointments on Mondays and Tuesdays would also be sent on Friday.)

If you choose Specific Days, tick the boxes of the day the message will be sent, not the day of the appointments.

Choose at what Time of the day the messages will be queued to be sent.

Click Next.

How will the message be sent

Choose the Type of message, SMS or Email.

Email reminders are free of charge.

SMS reminders have fees. SMS Credits need to be purchased prior to sending SMS reminders or they won’t be sent. SMS Credits can be purchased in Setup > Subscription > SMS Credits. To avoid running out of SMS Credits we recommend set up auto-refill.

Type the Message, and click on Client, Appointment or Location to add placeholders that will be replaced by the personalised information when sending the message.

Use the Placeholders to customise the message for each Client, Appointment, and Location.

Add a Subject (email only).

Review your Campaign and click Save.

Once saved, the Campaign will be displayed in the list of Campaigns and can be edited or made inactive at a later time.