(1) Activating your email reminders

(2) Selecting the email reminder notice period

(3) Customising your email content

(4) Changing email reminder settings for individual clients and appointments

 

(1) Activating Your Email Reminders

By default, new clients have their appointment reminder type (SMS or Email) set to SMS.  You can change this to email reminders as follows:

  1. Go to Setup >> Configuration >> Reminders
  2. Under Client Appointment Reminder Settings change "Automatic Appointment Reminder Method" to "Email" and click "Save"


(2) Selecting the Email Reminder Notice Period for Your Account

Email reminders can be sent 1, 2, 3 or 4 days in advance of the appointment. A default notice period is set for all clients entered into your account, and then this setting can be edited on a client-by-client basis.

 

Setting the Default Notice Period

  1. Setup >> Configuration >> Reminders
  2. "Automatically Send Appointment Reminders to Clients" - Tick box
  3. "Send reminders" - Select 1, 2, 3 or 4 days from the drop-down box.
  4. Click 'Save Settings'

 

(3) Customising Your Reminder Content

The content of your email reminders can be customised to meet your business needs.  You can customise your email reminder however the default email reminder reads as follows:

 ------

Hello {ClientFirstName},
 
This is a courtesy email to confirm your appointment with {AppointmentDiaryShortName} at {AppointmentLocationName} on {AppointmentDate} at {AppointmentStartTime}.
 
Please contact us on {BusinessPhone} if you need to change your appointment. Otherwise, we look forward to seeing you.
 
Kind regards,
 
{BusinessName}

 ------

Changing your Email Reminder Content:

You can edit or change your email appointment reminder content at any time as follows:

  1. Go to Tools >> Communication >> Templates and select the email template to edit or "New Template"
  2. Edit or add your desired content (including any merge fields) and click Save.
  3. Go to Setup >> Configuration >> Reminders and under Client Appointment Reminder Settings select your desired "Email Reminder Template"
  4. Click 'Save Settings'

 

(4) Changing Email Reminder Settings for Individual Clients and Appointments

The default account settings for Email reminders can be overridden for individual clients and appointments.

 

Turning Email On / Off for an Individual Client

  1. Navigate to the client's profile. ("Client Details" page)
  2. Under "Communicate", "Send Appointment Reminders" tick or untick the box.
  3. Click "Save"

 

Changing the Email Notice Period for an Individual Client

  1. Navigate to the client's profile. (Client Details" page)
  2. Under "Communicate" select 1, 2, 3 or 4 days from the drop-down box.
  3. Click "Save"

 

Change "Reminder Type" for an Individual Client

  1. Navigate to the client's profile. ("Client Details" page)
  2. Under Communicate> Reminder Method> Change method in drop-down box.
  3. Click "Save"

 

Turning Email Reminders On / Off for an Individual Appointment

  1. Click on the appointment in the main diary.
  2. In the Appointment Panel on the right-side of the screen Tick / Untick the "Send Reminder" box.
  3. Click "Save"

HINT: Appointments with an "Orange Phone" symbol indicate that an email reminder will be sent for that appointment.  Appointments with a "Red Phone" symbol indicate that no reminders are due to be sent for that appointment.