Configure Appointment Reminder Notifications

In this article, we'll walk through how to set up automated notifications to remind clients of their upcoming appointments.  

Things to know: 

• Appointment reminder comes with two pre-configured templates that you can customize or add your own.
• 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 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
    • SMS Notifications - The client must have a valid phone number on file and be single-opted in to receive transactional SMS.
    • Email Notifications - The client must have a valid email address on file and be opted in to receive transactional emails.
    • Push Notifications - Can only be sent to clients who have your custom MyTime Guest App installed on their mobile device.
• If a client, pet, or family member has multiple appointments on the same day, we will group them into a single email or SMS confirmation. The message will show the start time of the first appointment and list all associated clients, pets, or family members.

To configure appointment reminder notifications:

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 reminder should be sent. This can be sent either in days (up to 4 days before) or in hours (up to 24 hours before) the appointment.
   • 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
     • Push Notification: The client must have the MyTime Guest App installed on their mobile devices.
   • 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'

Notification sent to your clients

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