Appointment Confirmations & Reminders
Appointment confirmations & reminders are text and/or email messages that can be sent to your client confirming and reminding them of their appointment. These messages are sent through the Virtual Receptionist which must be configured to send emails.
- Confirmations will send immediately when the appointment is created.
- Reminders will be sent shortly before the scheduled appointment.
By default, text and email confirmations & reminders are turned on when you first install REV23 Desktop. If you set up your email settings during the initial Setup Wizard when you first installed REV23 Desktop, things should “just work” with their default values. If you did not set up your email in the setup wizard, once you configure that (instructions below), things should immediately start sending with their default settings.
Virtual Receptionist Configuration
The Virtual Receptionist must be configured to send emails using your email account for follow-up messages to be sent and the Virtual Receptionist Service must be running.
Enable/Disable Appointment Confirmations & Reminders
You can enable/disable this feature entirely.
- Navigate to Configuration > Virtual Receptionist.
- There are several workflows that control the sending of reminder/confirmation messages:
Send email appointment confirmation to customerSend email appointment reminder to customerSend text message appointment confirmation to customerSend text message appointment reminder to customer
- Click the Activate or Deactivate actions to enable/disable the desired workflow(s).
Customizing Confirmation & Reminder Messages
- Navigate to Configuration > Templates.
- Select one of the confirmation or reminder templates with a key name from the table below.
- Click the Clone action to create your own copy.
- Click the Show Template Designer action.
- Make your desired changes in the Template Designer and save.
- Repeat steps 2-5 with any of the remaining built-in templates you wish to customize.
- Navigate to Configuration > Virtual Receptionist Options.
- Click the Appointment Confirmation/Reminder Options tab.
- Set the following properties to your new template(s) as needed.
- Appointment Confirmation Text Message Template
- Appointment Confirmation Email Template
- Appointment Reminder Text Message Template
- Appointment Reminder Email Template
- Click the Save & Close action to save the Virtual Receptionist Options
If you wish to create a brand new template rather than cloning an existing, the template’s Data Type must be set to Appointment.
Built-in Templates
These are the built-in (default) templates. You can clone and edit them as needed.
| Template Name | Key Name |
|---|---|
| Appointment Confirmation Email (REV23) | REV23_APPOINTMENT_CONFIRMATION_EMAIL |
| Appointment Confirmation Text Message (REV23) | REV23_APPOINTMENT_CONFIRMATION_SMS |
| Appointment Reminder Email (REV23) | REV23_APPOINTMENT_REMINDER_EMAIL |
| Appointment Reminder Text Message (REV23) | REV23_APPOINTMENT_REMINDER_SMS |
Customize the Confirmation & Reminder Email and Text Message Subjects
You can customize the subject of the email and text that is sent in Configuration > Custom Texts by modifying the custom texts with key names:
| Custom Text | Key Name |
|---|---|
| Confirmation Text Message | WORKFLOW_APPOINTMENT_CONFIRMATION_SMS_SUBJECT |
| Confirmation Email | WORKFLOW_APPOINTMENT_CONFIRMATION_EMAIL_SUBJECT |
| Reminder Text Message | WORKFLOW_APPOINTMENT_REMINDER_SMS_SUBJECT |
| Reminder Email | WORKFLOW_APPOINTMENT_REMINDER_EMAIL_SUBJECT |
Customize The Reminder Time
You can configure how far in advance a message is sent to the customer to remind them before their scheduled start time.
- Navigate to Configuration > Virtual Receptionist Options.
- Click the Appointment Confirmation/Reminder Options tab.
- Set the Appointment Reminder Time property to the desired value.
- Click the Save & Close action to save the Virtual Receptionist Options