Reminders & Confirmations

Use this guide to enable Appointment Reminders and Appointment Confirmations for your clients.

Last Updated: November 17, 2022

An appointment reminder is sent prior to the client's visit to remind them of the service(s) they booked. Appointment confirmations are sent within a short time after a client books or moves an appointment to a different day than it was originally booked. You can choose to send reminders and confirmations via text message and/or email.

To streamline communications between your business and clients, only our standard Reminders & Confirmations OR Demandforce can be used. If Demandforce is enabled, you will not have access to the Reminders & Confirmations Admin option in Central.


Opt-In 


Client File             

Clients are not automatically marked as 'opt-in' for email or text confirmations. You will manage opt-in status from the customer file in SalonBiz. You will see a checkmark when they have opted in. As you add new clients, you can adjust their opt-in settings each time manually, or enable “Opt in new clients automatically” in Blueprints/Customer/Default settings.        

• The Primary Contact selection does not affect the appointment reminder opt-in settings.

                                                                                                                                   

Online Booking         

Online Booking clients can 'opt-in' for SMS (text) reminders and confirmations while reserving their appointment online. Clicking the ‘Your Account’ link at the top of the screen will take the client to a form to enable Email and SMS communication.         

  1. Click ‘Your Account’ after you have logged into online booking.
  2. Click ‘Account Information’ and scroll to the bottom of the form.
    • Check Allow Email Communications if you would like to receive email correspondence.
    • Check Allow SMS Communications if you would like to receive text correspondence.
  3. Click Update.
    • You can always adjust the opt-in status from the client file.
                                                    


Reminders


Text Reminders

Enabling text reminders will send a text message with the appointment details to your clients. Clients can tap a link to confirm (changing the confirmation status of the appointment on the book) if you choose to allow them to reply. That option is selected during setup in Central.

  1. Login to SalonBiz Central.                            
  2. From the Admin drop down menu, click Reminders & Confirmations.
  3. Click to enable text reminders (text messaging rates apply).
    • Reminders include company name, date and start time of the first appointment and cannot be customized.
    • When the message is sent, the confirmation status changes to ‘Left Message’.
    • When a client taps the link to confirm their appointment, the status changes to ‘Confirmed’.
  4. Click to Allow clients to reply. Leaving the box unchecked will not allow clients to confirm their own appointments. The message with the appointment details will display the location’s phone number to call if they need to reschedule.
  5. From the drop down, select your Country Code.
  6. If your company has multiple stores, check the Add Store Name from Blueprints To Company Name box. This will add your local store’s name to your company name in text messages.
  7. Scroll down and click the Save button to save your changes.


Email Reminders

  1. From the Reminders & Confirmations screen, click to enable Email Reminders.                            
  2. Enter the url address for your website, in the field provided (if applicable).
  3. Enter a custom closing message, such as your cancellation policy, in the space provided.
  4. Click the Save button if you’ve made any changes.                                                    
                                                

Message Settings

This section allows you to customize when your messages will be sent.

  1. From the Reminders & Confirmations screen, scroll down to Message Settings.
  2. From the drop down menus:                            
  3. Select the number of days in advance of the customer’s appointment you’d like their reminder delivered.
  4. Select the time of day you would like their reminder delivered.                            
  5. You can select two different times for reminder delivery; this will ensure that any appointments booked after the first time has passed will also receive reminders.
  6. Select your time zone.

Email Header Image
This section allows you to add your company logo to email and email reminders confirmations.
  1. From the Marketing Admin screen, scroll down to Email Header Image and click the Browse button to locate an image on your computer (maximum resolution 360x60, file name cannot contain the following characters :< > / \ * & ?).           
  2. Click the Save button when you are finished.                       
                       


Confirmations


Text Confirmations

Enabling text confirmations will send a text message to your client with the appointment details short time after booking or when any change is made to the appointment. For instance, the client will get a text and/or email confirmation with the appointment details at time of booking. If the appointment must be later moved to a different day, the client will receive another text and/or email with the appointment details.

                       

Email Confirmations

  1. From the Reminders & Confirmations screen, select Confirmations and enable Email Confirmations.

  2. Enter the URL address for your website in the field provided (if applicable).

  3. Enter a custom closing message, such as your cancellation policy, in the space provided.
  4. Click the Save button if you’ve made any changes.
                       

Email Header Image

This section allows you to add your company logo to email and email reminders confirmations.

  1. From the Marketing Admin screen, scroll down to Email Header Image and click the Browse button to locate an image on your computer (maximum resolution 360x60, file name cannot contain the following characters :< > / \ * & ?).
  2. Click the Save button when you are finished.                                           
                                                           



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