Before you start...
If you're wanting to send SMS Confirmations, SMS Credits will need to be purchased via Setup > Account > Billing > Credits.
Sending Appointment Confirmations is important in ensuring Patients are informed of their successful booking of individual consultations or group class sessions.
Important!
Patients who do not have the required consent box ticked for SMS Reminders or Email Reminders in their Profile will not receive a Confirmation even if their booking is included in the Campaign.
There are different ways to manage Campaigns:
- Send the same message to all Patients 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.
Hot Tips
- If providing Services and Classes, at least two different Campaigns will be required as the same campaign can only be used for either Services or Classes, not both.
- If setting up multiple Campaigns, ensure the same booking is not included in more than one Campaign, as this would result in the Patient receiving multiple SMS Confirmations.
Creating the Confirmation Campaign
1. Go to Manage.
2. Click Appointment Confirmation under Communications.
3. Click Create Appointment Confirmation in the bottom right corner.
4. Add a Title to easily recognise your message.
5. Click Next.
Choose Which Patients Receive the Confirmations
This section covers how to configure which Patients receive which Confirmations.
6. Select if Services or Classes attendees will receive the messages.
7. Choose which Classes or Services are included (All or a Selection - select which ones).
8. Choose for which Locations the message is sent (All or a Selection - select which ones).
9. Choose for which Practitioners the message is sent (All or a Selection - select which ones).
10. Click Next.
Choose the Message Type
11. Choose the Type of message, SMS or Email.
Important!
Email Confirmations are free of charge.
SMS Confirmations have fees.
SMS Credits need to be purchased prior to sending SMS Confirmations or they won't be sent.
SMS Credits can be purchased via Setup > Accounts > Billing > Credits.
To avoid running out of SMS Credits we recommend setting up auto-refill.
12. Type the Message, and click on Patient, Appointment, Location or Intake Forms to add placeholders that will be replaced by the personalised information when sending the message.
Hot Tips
Use the Placeholders to customise the message for each Patient, Appointment, and Location and optionally choose to add an Intake Form link and select from the list of available Patient Forms.
If your account has the Patient Portal enabled you will also be able to add a Patient Portal Sign-up Link placeholder to message templates.
13. Add a Subject (email only).
14. 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.