Configure Appointment Confirmation Notification

In this article, we'll go over how to set up automated notifications to remind your clients to confirm their appointments and ensure their presence.

Things to know: 

• You can specify a fallback delivery method (email or SMS) when the primary method is unavailable.
• Use if available: This is the primary method that will be attempted first
• Use if other methods are not available: This method will be attempted if the primary option is unavailable (because contact information is not on file or the user opted out)
• Never Use: This method will not be used, even if none of the other options are available
• Delivery methods configured before February 3, 2025 (prior to the introduction of fallback delivery methods) will have the following default settings:
• Enabled delivery methods - ‘Use if available’ will be selected
• Disabled delivery methods - ‘Use if others are not available’ will be selected
• Appointment confirmations come with two pre-configured templates that you can customize or add your own. 
• The "Appointment Confirmations for Multiple Family Members or Pets" setting controls how Appointment Confirmation messages are sent when multiple appointments are booked on the same day for a client, their family members, or pets. Note: This setting only affects the Appointment Confirmation automated message. It does not apply to Booked by Business or Booked by Client templates. You can choose between two options:
• Send a single appointment confirmation message for all family members or pets in the appointment: A single confirmation message will be sent to the client, which will include all services booked for the client, their family members, or pets.
• Send a separate appointment confirmation message for each family member or pet in the appointment: Individual confirmation messages will be sent for each appointment. Each service booked for the client, their family members, or pets will receive its own separate confirmation message specific to that service.
  

Contents

• Configuring Appointment Confirmation Notification Frequency 
• Configuring Notification for Appointment Confirmation
• Confirmed Appointment Color on Schedule

Configuring Appointment Confirmation Notification Frequency 

1. Navigate to Business Setup > Settings 
2. Scroll down to the Marketing section and locate the "Appointment confirmations for multiple family members or pets " setting.
3. Determine whether the client should receive multiple confirmation notifications when multiple services are booked for the same day for themselves, their family members, or pets.
   • Send a single appointment confirmation message for all family members or pets in the appointment: A single confirmation message will be sent to the client, which will include all services booked for the client, their family members, or pets.
   • Send a separate appointment confirmation message for each family member or pet in the appointment: Individual confirmation messages will be sent for each appointment. Each service booked for the client, their family members, or pets will receive its own separate confirmation message specific to that service.
4. Scroll to the bottom of the page and save your changes

Configuring Notification for Appointment Confirmation

1. Navigate to Marketing > Automated Messages
2. Locate the Appointment Notification section
3. Hover over the status to see the options to 'View' or 'Activate' the template
4. Click 'View'
5. From here you can set your preferences:
   • Send X before the appointment. You can specify how far ahead of the appointment date the confirmation should be sent. This can range from hours to weeks.
   • Delivery by: You can specify a fallback delivery method (email, SMS, push notification) when the primary method is unavailable.
     • Use if available: This is the primary method that will be attempted first
     • Use if other methods not available: This method will be attempted if the primary option is unavailable (because contact information is not on file or the user opted out)
     • Never Use: This method will not be used, even if none of the other options are available
     • Delivery methods configured before February 3, 2025 (when fallback delivery methods were introduced) will have the following default selections:
     • For enabled delivery methods, the 'Use if available' option will be selected.
     • For disabled delivery methods, the 'Use if others are not available' option will be selected.
     • Email: The client must have an email address on file and be opted in to receive transactional emails
     • Text Message: The client must have a mobile number on file and be opted in to receive transactional SMS
   • Email Title
   • Reply-to-Name: - Name of the business that appears when your clients reply to an auto-email. We will use the business name that was added to the business profile page
   • Email Subject
   • Body of the template
6. Save 
7. From the Automated Messages Page, hover over the status > and click 'Activate'

Confirmed Appointment Color on Schedule

Notification sent to your clients

Clicking 'Confirm Appointment' will confirm the appointment and redirect them to the booking confirmation page 

The "Color Code Appointments Automatically" setting controls how appointments are visually displayed once confirmed.

• When set to Appointment Status:
  • The appointment color changes from blue to green on the scheduler after confirmation.
  • A green dot appears on the appointment tile to show it’s confirmed.
  • The Notes tab records that the client confirmed via email or SMS.
• When set to Staff Member or Service:
  • The appointment color does not change, even after confirmation.
  • A green dot appears on the appointment tile to indicate confirmation.
  • The Notes tab records that the client confirmed via email or SMS.

Audit Trail on the Notes Tab shows

If the confirmation notification was sent via SMS, the highlighted note above will state "MyTime Reminder confirmed via SMS".

For more information contact us at support@mytime.com.