Sending timely appointment reminders is a key component of business success and we understand you may want to tweak the messaging of these reminders.

In Zenoti, you can send two appointment reminders - each with a customizable message.

Before you begin

Ensure that you have enabled one of the following organization-level settings in the Appointment Book section:

  1. Click the Admin icon.

  2. Navigate to Organization > Organizations.

  3. Go to the Settings tab.

  4. Expand the Appointment Book section.

    1. send only when guest has not confirmed booking
      To send the second notification to only those guests who have not confirmed the appointment.

    2. always send second reminder
      To send the second notification to all guests irrespective of whether guests have confirmed the appointment
      Note: We recommend you use this option only if you are sending different content in the second reminder.

To send second appointment reminder

  1. At the organization level, click the Admin icon.

  2. Navigate to Organization > Organizations.

  3. Go to the Email /Texts tab.

4. Locate and open the Second Appointment Reminder template to edit it.

5. Configure the following templates depending on your requirement:

  • Second Appointment Reminder - Email
    - Select the Turn this automated email on checkbox to activate the email template.
    - To send an email copy (Cc), click Add to include recipients by username,
    employee role, or email.
    Note: For recipients added by role, all employees mapped to the role in the
    guest's base center receive the email notification.
    - Edit the Subject field and use the available macros (explained in the next
    section) if required.
    - Use the available macros to customize the content for plain text and HTML emails.
    Tip: Click Full Screen in the editor to edit the text in full-screen mode.
    Depending on the recipient's browser, the email is delivered as plain text (no formatting and images) or HTML text (includes images, links, and formatting).
    - Click Send Test Email to send a test email and to view how the test email
    appears to your guest.
    Note: In the test email, macros will appear as is and will not be expanded. For
    example, if you have used [FirstName] macro in the email text such as 'Hi
    [FirstName]' then, test mail continues to show 'Hi [FirstName]' and does not
    show actual first name of the receiver.

  • Second Appointment Reminder - Text Messages (SMS)
    - Select Turn this automated message on checkbox to activate the text
    message template.
    - Click Add to include recipients by their username, employee role, or phone
    number
    Note: For recipients added by role, all employees mapped to the role in the
    guest's base center receive the message.
    - Use the available macros to customize text messages.
    Important: Messages with more than 160 alphanumeric characters require two
    or more text (SMS) credits. Messages with one or more Unicode characters
    (international/multilingual text characters) require one text credit for every 70
    characters.
    - Click Send Test Message to send a test notification and view how the test
    message appears to your guest.
    Note: In the test message, macros will appear as is and will not be expanded.
    For example, if you have used [FirstName] macro in the SMS text such as 'Hi
    [FirstName]' then, test mail continues to show 'Hi [FirstName]' and does not
    show actual first name of the receiver.

6. Click Save.

The guest receives the notification at a time configured in your organization’s settings (Admin > Organization > Organizations > Settings tab > Appointment Book > Send Appointment Reminder).

Troubleshooting

There may be times when a guest may fail to receive an intended email/text message. Learn more

See Also

Macros in the Appointment Reminder Notification

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