The follow-up icon in the Appointment Book allows front-desk staff to resend appointment reminders and "Thank You" messages to guests who have not confirmed their appointments for the day.
The menu option opens a dialog box with a list of unconfirmed guests for the day. It shows email and text icons in either orange, red or green and a drop-down to confirm calls for Before Appointment and After Appointment reminders.
The different colours represent the status of the reminders.
Before Appointment
Email
Orange | Reminder email scheduled to be sent. |
Red | Reminder email cannot be sent. |
Green | Reminder email successfully sent to the guest. |
Text
Orange | Reminder text scheduled to be sent. |
Red | Reminder text cannot be sent. |
Green | Reminder text successfully sent to the guest. |
Call
Called | Select if you have called the guest. |
Left message | Select if you left a message via voicemail. |
No answer | Select if the guest didn't answer the call. |
After Appointment
Orange | Thank you email scheduled to be sent. |
Red | Thank you email cannot be sent. |
Green | Thank you email successfully sent to the guest. |
Text
Orange | Thank you text scheduled to be sent. |
Red | Thank you text cannot be sent. |
Green | Thank you text successfully sent to the guest. |
Call
Called | Select if you have called the guest. |
Left message | Select if you left a message via voicemail. |
No answer | Select if the guest didn't answer the call. |
To resend appointment reminders using the follow-up option
1. Open Appointment Book.
2. Click the Follow-up icon.
A dialog box with a list of unconfirmed guests opens by default. It shows the reminder status for each unconfirmed guest in orange, red or green and a call drop-down list that allows you to select the status for leaving a message to guests via telephonic calls.
Note: Phone numbers are listed below each guest name.
3. Depending on the status of email, text or call, click any of the two icons to resend a reminder or select the status of the call from the drop-down list.
4. If you click any of the icons for text or email, a dialog box opens confirming the reminder to be sent.
5. Click Resend.
6. If you don't want to send a reminder, click Confirm to remove the guest from the follow-up list. You can also edit the appointment details and add a note from the follow-up dialog box.
Repeat steps 3, 4 and 5 for each guest needing a reminder.