Configuring Appointment Reminders

Through Power Diary you can send appointment reminders to clients to help reduce no-shows and cancellations. There are a few different ways that reminders can be configured and you have options between using SMS, email or a combination of both. In this article we'll go over how to set up and configure automatic reminders for your account. 

In this article:

Automatic Appointment Reminders

Using automatic reminders is by far the most convenient and straight-forward use of appointment reminders. By default your account will be configured to send automatic appointment reminders already, but let's take a look at how you would do this in case it's turned off in your account.

  1. Go to Setup > Configuration > Reminders
  2. Toggle the Automatically Send Appointment Reminders to Clients option on.
  3. Select the template(s) that you would like to send to clients and the days prior to the appointment that you would like each to be sent.
  4. Click Save.

Hint 💡

You can send up to three different reminders, each up to seven days prior to an appointment. We think the best use of this is an email reminder 7 days prior and one or two SMS reminders closer to the appointment date, but feel free to experiment with what works best for your clients.

While your account will come with a default SMS and email reminder template, you can edit the templates that are available to be used for reminders by going to Tools > Communication > Templates.

Manual Appointment Reminders

For varying reasons, you may want to manually send appointment reminders. You are able to select which templates are used for manual reminders by following the steps below.

  1. Go to Setup > Configuration > Reminders.
  2. On the right side of the page, select which template you would like to use for each method. 
  3. Click Save.
The quickest way to send a manual reminder for an appointment is to right click the appointment in the calendar and select either SMS Appointment Reminder or Email Appointment Reminder.

Automatic Appointment Confirmation and Cancellations

When using SMS reminders client replies are processed and used by the system to automatically update the status of the appointment. This happens live, so as soon as the response is processed by Power Diary you will see the status update. This setting cannot be turned off, so if you would rather clients call to cancel, or have another preferred process for handling these just outline that in the reminder template (configured under Tools > Communication > Templates).

The table below outlines the various client responses that the system determines as either a confirmation or cancellation.

Status Responses
Confirmed Y, Yes, Yep, No Worries, Confirm, Conf
Cancelled N, No, Cancel, CXL, Sorry

Hint 💡

All client responses to text messages will appear in the messaging panel (accessed through the speech bubble icon toward the top right-hand corner of any page). You are also able to respond to clients through this panel instantly.

Editing Automatic Reminders for Individual Appointments

There may be situations where you want to make sure a client doesn't get automatic reminders for a particular appointment. If this is the case, reminders can be easily toggled on or off for the appointment by following the steps below.

  1. Select the appointment in the calendar (by left-clicking or tapping it).
  2. Toggle the Enable Automatic Reminder checkbox.
  3. Click Save.

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