Appointment Reminder Setup

Appointment confirmation or reminder messages can be sent through Envision Cloud. There are two very different options for SMS text messaging, so please bear in mind your screen may vary slightly. If you do not see the Confirm / Cancel via SMS section, you are using Envision Cloud's included text messaging. This option does not allow clients to reply to confirm or cancel appointments.

Two-way SMS text messaging is available as an add-on to Envision Cloud. You can add this feature to your account on the Account Management Subscription Page.

 

CompanySettings_ApptReminderTab_01.png

Enable Appointment Reminders

If selected, this option will enable appointments to be delivered to your clients automatically by Envision Cloud.

Send SMS/Push reminder the day before appt

If you have this option, check the box to enable your appointment reminders to send 1 day in advance via SMS text message. This option is only available to clients with the Ultimate+ level of Cloud.

For more information on the Ultimate+ level of Envision Cloud, please contact our sales department at 800-231-9445.

 

Send automatic email confirmations even if a manual confirmation was already sent

Selecting this option will send automated reminders, regardless if any manual reminders have been sent or confirmed. This can be helpful to select if it is company policy to manually send a reminder when the appointment is booked.

Send Automated Reminders to clients who have confirmed appointments

Select this option to continue to send reminders to clients who have previously responded to confirm appointments.

Days Before Appt (Appointment)

This drop down will allow you to select how many days in advance of the appointment that reminders will be sent to clients.

Important Note: To receive a confirmation, appointments must be booked by 11 am that number of days prior to the appointment. If the setting selected here is "1 Day Before", any appointments booked after 11 AM will not receive an automated reminder.

 

Reminder Type

This drop down allows you to select the preferred delivery option of appointment reminders.

Country Prefix

Enter your country's telephone prefix. The prefix for the U.S. is 1, and is the default set.

Confirm/Cancel via SMS

If you do not see the Confirm / Cancel via SMS section, you are using <%COMPANYNAME%> Cloud's included text messaging. This option does not allow clients to reply to confirm or cancel appointments.

Allow Confirm via SMS

Allows the client to automatically confirm their appointment by replying to the received SMS appointment reminder with the Confirm Key. The icon status of the appointment will show that it has been confirmed.

Allow Cancel via SMS

Allows the client to automatically cancel their appointment by replying to their received SMS appointment reminder with the Cancel Key. The appointment will be automatically removed from the calendar.

Confirm Key

The word entered into this field is the exact word that a client will need to reply in a text message to confirm their appointment, if you have the "Confirm via SMS" option selected above. Edit this word here if necessary.

Cancel Key

The word entered into this field is the exact word that a client will need to reply in a text message to cancel their appointment, if you have the "Allow Cancel via SMS" option checked above. Edit this word here if necessary.

Important Note: The program allows up to 300 characters in a text message. Any text messages over 150 characters will send as 2 messages. Using merge fields may change the character count.

 

Reminder 1, 2, 3

Select the reminder that you wish to enter a message for. Reminder information may be entered from furthest in advance to closest to appointment or vice versa.

SMS Confirmation Text Tab

This area allows you to customize the reminder message your clients will receive via SMS (text message).

SMS EXAMPLE:

Your Business Name Here: Appt reminder for
{FirstName} on {ApptDate} at {ApptTime}.
Reply YES to confirm. (555) 555-1212 for changes.

Important Note: The program allows up to 300 characters in a text message. Any text messages over 150 characters will send as 2 messages. Using merge fields may change the character count.

 

Email Confirmation Text Tab

This area allows you to customize the reminder message your clients will receive via email.

Merge Fields

Use these buttons to merge the client's appointment information into the message. It is necessary to use these buttons so that their appointment reminder message has information about the date, time, and service that they are scheduled for. Before clicking the button, make sure that your cursor is blinking in the message box where you would like the merge field inserted.

EMAIL EXAMPLE:

Hi {FirstName},

This is a reminder message of your appointment for {Services}
on {ApptDate} at {ApptTime}. We look forward to seeing you soon!

Please click this link to confirm your appointment.{ConfirmURL}

Sincerely,
Your Business Name Here

Was this article helpful?
0 out of 0 found this helpful
Have more questions? Submit a request

Comments

0 comments

Please sign in to leave a comment.