How do I set up Appointment Reminder Messages?

When you sign up for an Apptoto account, the platform will automatically generate three reminder messages for you: a call reminder, an SMS reminder, and an email reminder.

These can be found under "Messaging" > "Appointment Auto Messages." Each will be set to send one day before a scheduled appointment. The messages will include a generic reminder that includes the appointment time and date, center location, booking confirmation link, and booking confirmation prompt).

With an Apptoto subscription, you can customize your appointment messages to your needs. You can:

• Turn off and on contact methods (call, SMS, text) depending on your preferences
• Send the same message to all appointment types
• Customize messaging per appointment type using Rules (e.g., Assessment vs. other appointment types)
• Change the timing of when messages are sent (i.e., one day before, 3 hours before, etc.)
• Add or remove more appointment messages into your sequence. For example:
  • Send “booking confirmation” messages when an appointment is booked manually (when center staff add an appointment to a synced calendar) 
  • Send “follow-up” messages after an assessment is completed. NOT AVAILABLE ON THE LITE PLAN. ONLY AVAILABLE ON STANDARD PLAN.
  • Add additional reminders at different time intervals before or after an appointment

Once you have set up messages to your liking and sent yourself a few to ensure they display as expected, it’s time to turn on Auto Messages. Please note that appointment messages will not be sent out immediately until you turn the “Auto Messages” toggle in the top menu to on.