Please Note: Access to this option is only available for Express only users who do not have access to the full PPS system. If you have a PPS system you can find the information for setting up Confirmations & Reminders here.
To access your Confirmation and Reminders in Express navigate to the System Settings and then select Confirmations & Reminders.
This section will allow you to set up the email and/or SMS message text that you wish to be sent to clients to confirm booking of their appointment and then reminder them of their appointment the day before the appointment.
This section is sorted into two tabs:
a. Confirmations: These are sent at the time an appointment is made in order to confirm the details of the booking.
b. Reminders: These send, by default, the day before the appointment is due to take place. They're scheduled as long as the appointment is more than three full days in the future. These settings can be altered for you if requested with an email to firstname.lastname@example.org
For both sections you have the option to enable Email and/or SMS which will send as long as clients have the appropriate contact information in their client details. Toggle the on/off switch to enable or disable each option.
Add or modify a subject that will make your correspondence identifiable to the client and then you can type up the content of your message in the Text field.
Use the Merge Fields drop down menu to get access to fields you can paste into the template that will auto-populate client and appointment information each time the activity is sent. You can read more about merge fields and how they work in this guide.
Choose Save once you're happy or enter an email address/mobile number in the Send a test field and press the button to send a test to yourself so you can see exactly what your clients will be receiving.
Before sending an SMS message you will need to ensure that your SMS account is set up and you have purchased SMS credits. You can consult this guide for your SMS settings.
Tip: SMS templates can use merge fields in the same way as other formats but 1 SMS message is limited to 160 characters. Beyond this limit, each instance of the message being sent will cost further credits. Take into consideration how merge fields can alter the size of your message. When using <<TITLE>> <<SURNAME>> for example, sending a message to Mr. Lee will total fewer characters than sending to Mrs. Jefferson. The final character limit, and thus the cost, is calculated based on what actually sends, not by the limit before any merge fields are generated.