Setting Your Booking Reminders and Intake Form
In this article, you’ll learn how to set up automatic confirmation messages, appointment reminders & post-appointment follow-ups that help you keep your clients and your business on track!
To get started, open the Settings menu and click Auto Client Messages. At the top of the page that opens, make sure the Booking tab is selected.
Appointment confirmation messages
Under Booking request auto reply (shown above), you can type a customized message that is added to the content of the confirmation email that clients receive when they book with you online. You can use the editing tools provided to add emphasis, color, links, etc.
If you’d like your clients to get confirmation messages by both email and SMS, check the box under Booking confirmation.
If you want, you can change the content of the message, by updating the text inside the gray box.
Click Save at the top of the page when you are done editing.
By default, clients receive one email reminder 15 minutes before the appointment. The Reminders settings let you change the time frame and choose how many reminders to send. You can send up to 2 reminders.
To change the timeframe, click the list to open it, and select the option you prefer. If you don’t want to send a reminder, click Disabled.
If you want to send clients reminders by both email and SMS, check the Send via text message box.
You can change the content of the message by updating the text inside the gray box.
Post-appointment follow-up options
The Follow-up options let you choose how you prefer to follow through with clients who have completed appointments. Select an option from the Follow-up list.
Additional text messaging options
If you choose to send SMS confirmations and/or reminders, consider these options for setting up messaging capabilities.
Setting a Sender Name for Your Text Messages
If your business is located outside of the USA, Canada and France, you can set a sender name that is displayed to recipients of your text messages. This is a nice option if you want clients to be able to see who the SMS is from and recognize your business, rather than just seeing the phone number itself.
Here’s how to add your sender name for text messages:
Go to the Settings menu, click Business Info, and check the box under Sender Name. Then, on the line below, enter the sender name you want your clients to see.
Changing the client notification number
On the Client Card, you can have multiple phone fields: cell phone, home phone, etc.
If you have multiple numbers stored, make sure the number you have for SMS notifications is filled in and/or updated.
To change the client notification number, open the Clients menu, click on the relevant client, and select the Info tab.
Under the Additional Information box, this field is editable and you can choose a different number from your options.
Your changes are saved automatically.
Get paid upon booking
Learn how to add a fee to your service and ensure that a client is required to pay upfront for the service while scheduling their appointment.
Require payment at the time of booking
- Go to your Settings tab in your main menu and click on My Services.
- Click on your service.
- Scroll down to Price and click on the Service fee options drop-down menu.
- Select Paid - Require to pay at booking
- Enter your desired fee for the service and click Done.
Customizing your client intake booking form for a specific service
You can customize your Client Card to include specific information that you need to collect from clients. For example, you can ask clients to provide the name of their health insurance company, their height and weight, music preference, or any other questions relevant to your business.
Here’s how you customize your client intake booking form. The example here uses a drop-down field, but the same procedure applies for any customized field type.
Step 1: In your Client Card Settings, add the customized field. Do NOT add the field to any client intake forms.
Step 2: From the Settings menu, select My Services. Scroll to the relevant service and click it to open the Edit Service page.
Step 3: On the right side of the page, click Client intake form. Then, click Add/Edit > Add Field.
Step 4: You’ll be guided to define further settings for the field you’ve added. Once you’re done filling out all the information, click Save.
Now, once a client books an appointment for this service, the new field will appear together with the rest of the contact information field, as you see here: