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Setting up Your Appointment Reminders
Setting up Your Appointment Reminders

How to set up and automate custom notifications to remind your customers of the upcoming appointment, job or estimate.

Randy Soderman avatar
Written by Randy Soderman
Updated over 2 years ago

Appointment reminders are an excellent way to help reduce no-shows and to make sure you aren't surprising anyone or catching them off guard when you show up!

These notifications are sent before your appointment with the customer.

You can set up to 3 automatic Appointment Reminders and one can be a 'heads up' that is sent the day of the appointment.

Setting up your appointment reminders can be found on the Communications Page that is located in your settings.

Here is a complete guide to setting up your appointment reminders.

1. Navigate to your settings

2. Find and click on the Communications Page

3. Click the 'Reminders' tab

In the 'Reminders' section, you'll see 3 types of reminders.

Appointment Reminders

Invoice Reminders

Estimate Reminders

Since this is a guide to 'Setting up Your Appointment Reminders' we'll focus on 'Appointment Reminders'.

You'll want to edit 'Appointment Reminders' according to how many reminders you would like to send and when you would like them to go out prior to an appointment with your customer.

You can toggle each Appointment Reminder off and on depending on how many you would like to send.

To edit an 'Appointment Reminder'...

1. Click edit on 'Reminder 1' to open up the settings. In some case, the settings might already be open.

This will open up the customization settings.

2. Now, let's set the time prior to the appointment that you would like the reminder to go out.

Sending time options are:

  • Same day of the appointment

  • X days before the appointment

Both will have a time of day to send.

3. Next, let's choose if you want this appointment reminder to be sent via email or text and email.

4. After choosing the channel(s), it's time to customize the message(s).

Customizing the email will be first

You have the option to customize the 'Email Subject' line and the 'Email Message'.

When customizing, you also have the ability to use variables in the subject line and message.

Variables

Variables are there for you to use and will associated customers information depending on which variable is used.

Variables available to use are:

  • {{customer_first_name}} - Wherever this variable is used, each email will replace this variable the customers first name.

  • {{scheduled_date_time}} - Wherever this variable is used, each email will replace this variable the day and time of the appointment.

  • {{service_address}} - Wherever this variable is used, each email will replace this variable the service address of the appointment.

  • {{online_booking_link}} - Wherever this variable is used, each email will replace this variable with your online booking link.

  • {{business_phone}} - Wherever this variable is used, each email will replace this variable the your business phone number.

  • {{technician_full_name}} - Wherever this variable is used, each email will replace this variable the assigned technicians full name.

  • {{customer_portal_link}} - Wherever this variable is used, each email will replace this variable with a link to their customer portal.

  • {{direct_portal_link}} - Wherever this variable is used, each email will replace this variable a direct link to the portal.

  • {{company_name}} - Wherever this variable is used, each email will replace this variable with your company name.

  • {{job_title}} - Wherever this variable is used, each email will replace this variable with the job title of your customer.

Now, just customize the message to fit your company.

When you are finished, over to the right side, you will be able to see a preview of the email that will be sent.

Make sure everything looks good and click 'Save'.

If you selected Email and Text, customizing the Text will be second.

Customizing the text doesn't have a subject line or preview.

Go ahead and customize the text to fit your company. Make sure to keep it short and sweet so the message doesn't get cut off. You also have the ability to use variables in the text as well. See variables above on using those.

After you done customizing the text message, make sure everything looks good and click 'Save'.

That's it, you just set up your 1st appointment reminder!

If you're only wanting to send out one reminder, you're done. Just make sure the toggle is ON for 'Appointment Reminder 1' and OFF for 2 and 3.

Now, just rinse and repeat for the 2nd and 3rd depending on how many you want to send out.

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