Appointment Reminders
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      3. Appointment Reminders

      Location-specific Reminders

      Notify clients of their session location by adding a location merge field to appointment reminder templates.

      If you work from different physical locations or provide face-to-face and video/Telehealth services, it is possible to use the same reminder template to notify a client about the exact location of the session they have booked. 

      The following steps detail how to add a Location-type merge field to an appointment reminder template.

      1. Navigate to Settings → Practice → Locations and make sure that your Location Names provide clear information. Create and name a Telehealth location if necessary.
      2. At Tools → Communication → Templates open the appointment reminder templates (SMS or Email) that you use.
      3. Click on the Available Merge Fields link at the bottom of the template, and copy the {AppointmentLocationName} merge field. You can use other Location-specific merge fields like {AppointmentLocationNotes} to provide more instructions to the clients. 
      4. Paste the merge field(s) into the body of the template.
      5. Click Save Changes. 

      Please note: It is not possible to assign different reminder templates to separate locations. Instead, there are two ways to manage reminders across appointment types (in person and telehealth):

      1. Single Template Approach – Include all appointment-related merge fields in one reminder template (for example, including the ClientTelehealthUrl field). You can add a note instructing clients to use the Telehealth link only if their appointment is Telehealth. 

      2. Automation Approach – Exclude the Telehealth URL from your main reminder template and use a Pre-Appointment automation to send the Telehealth link only to clients who are booked at your Telehealth location.

      ❗ Please note that when the ClientTelehealthUrl merge field is included in any communication template, it will automatically populate with the unique Telehealth link for each client, regardless of appointment location.