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Managing Practitioner Notifications

Stay informed about your appointments, client activity, and practice updates with configurable notifications.

Zanda keeps you connected to what's happening in your practice. You can receive notifications when appointments are booked, clients cancel, forms are submitted, files are uploaded, and more. This guide shows you how to set up notifications that work for you—or turn them off if you're receiving too many.

💡 Getting too many emails? If you want to stop receiving emails for every appointment or reduce notification frequency, see Reducing or turning off notifications below.

💡 This guide covers notifications sent to you (the practitioner or staff member). For reminders sent to clients, see Configuring Appointment Reminders.

In this article:

What you can be notified about

Zanda can notify practitioners about:

  • New appointments booked by staff or through the Client Portal
  • Cancelled appointments (including SMS cancellations from clients)
  • Client SMS replies with additional information
  • New client registrations via the Client Portal
  • Clients added to Waitlist via Client Portal
  • Completed online forms
  • Uploaded files to client profiles
  • Calendar sync issues (Google or Outlook)

Setting up appointment notifications

Get notified when appointments are booked by staff

Stay on top of your schedule by receiving an SMS or email whenever someone books an appointment in your calendar.

  1. Go to User Menu > Account Settings > Team > Practitioners
  2. Click on your practitioner profile
  3. Select the Settings tab
  4. Find "If User Books New Appointment Notify Practitioner"
  5. Choose your preferred template (SMS, email, or both)

💡 You can create custom notification templates in Tools > Communication > Templates to include exactly the information you need.

Get notified when clients cancel via SMS

Know immediately when a client cancels by replying to an appointment reminder.

  1. Go to User Menu > Account Settings > Team > Practitioners
  2. Click on your practitioner profile
  3. Select the Settings tab
  4. Find "If Client Cancels Via SMS Reply Notify Practitioner"
  5. Choose where to receive the notification (mobile, email, or business number)

Receive forwarded client SMS replies

Sometimes clients include extra details when they reply to reminders. Zanda can forward these messages to you so nothing gets missed.

This is configured in the same User Menu > Account Settings > Team > Practitioners > [Your Name] > Settings section.

Setting up Client Portal notifications

When clients register, book or cancel appoitnents, or add themselves to your practice's Waitlist through your Client Portal, you can be notified automatically.

  1. Go to User Menu > Account Settings > Schedule > Client Portal
  2. Navigate to Notifications
  3. Select templates for each event:
    • When a new client registers
    • When a client books an appointment
    • When a client cancels an appointment
    • When a client submits a waitlist request
  4. Choose who receives notifications: practitioners (calendar contacts), clients, or specific email addresses
  5. Click Save

Receiving notifications in Practice Hive

Practice Hive provides in-app notifications alongside email alerts, giving you a single place to see all activity.

You'll receive Practice Hive notifications for:

  • Client Portal activity – new registrations, bookings, and cancellations
  • Form submissions – when clients complete online forms
  • File uploads – when files are added to client profiles
  • Calendar sync warnings – if your Google or Outlook sync fails
  • Waitlist requests from your Client Portal - COMING SOON!

💡 Notifications are tailored based on your associated practitioner profile. Make sure your user account is linked to the correct practitioner in User Menu > Account Settings > Team > Users.

Configuring your notification preferences

Reducing or turning off notifications

If you're receiving more notifications than you need—such as emails for every appointment booked or SMS alerts you don't want—you can easily turn them off or adjust them:

  1. Go to User Menu > Account Settings > Team > Practitioners
  2. Click on your practitioner profile
  3. Select the Settings tab
  4. For any notification you don't need, set it to Do Not Notify

Choosing notification channels

The channels available depend on the notification type. Appointment and client SMS reply notifications can include SMS, email, or both, depending on the setting you are configuring.

For completed online forms, use:

  • Email notifications configured on the form template in Tools > Form Designer
  • Practice Hive Forms notifications in Zanda, controlled by the Enable Form Notifications toggle in Practice Hive settings

SMS alerts are not a channel for completed online form notifications.

Frequently Asked Questions

❓ How do I stop receiving emails/SMS for every appointment?

Go to User Menu > Account Settings > Team > Practitioners, select your profile, click the Settings tab, and set "If User Books New Appointment Notify Practitioner" to Do Not Notify. You can also adjust other notification settings on this page.

❓ How do I turn off appointment notification emails?

The same as above—in your practitioner profile settings, set the appointment notification template to Do Not Notify for any notifications you don't want to receive.

❓ How do I know which practitioner profile I'm linked to?

Go to User Menu > Account Settings > Team > Users, open your user profile, and check the Default Practitioner Profile setting.

❓ Why am I not receiving notifications for some clients?

You'll only receive notifications for clients where you're set as the Primary Practitioner or an Assigned Practitioner. Check this in the client's profile under Admin > Manage.

❓ What's the difference between practitioner notifications and client reminders?

  • Practitioner notifications keep you informed about activity in your calendar and practice
  • Client reminders are sent to your clients before their appointments

To manage client reminders, go to User Menu > Account Settings > Communication > Reminders.

❓ Can I receive an SMS when a client submits a consent form or online form?

For submitted online forms, Zanda can notify you by email and in Practice Hive. To receive email alerts, open the form template in Tools > Form Designer and configure the notification recipients for that template. To receive in-app alerts, open Practice Hive settings and turn on Enable Form Notifications.

SMS alerts are not available for submitted online forms, so submitted-form notifications do not create SMS charges. SMS fees apply only when Zanda sends or forwards an SMS, such as appointment reminders, bulk SMS messages, or forwarded client replies. If submitted-form SMS alerts would help your workflow, select the question mark icon in Zanda and choose Submit an Idea.

❓ Can I turn off completed-form email notifications for just one practitioner while others keep receiving them?

Not for the same form. Email recipients for completed online forms are set on the form template in Tools > Form Designer, not per practitioner. Each template has a single switch that notifies the client's primary practitioner, plus any dedicated email addresses you add. Because that switch applies to the whole template, turning it off removes the primary-practitioner email for every practitioner on that form, and there's no per-practitioner exception for form-completion emails.

A few things that may help depending on what you're trying to do:

  • Route form emails to reception or admin instead of practitioners: In Tools > Form Designer, open the form template, turn off the option that notifies the primary practitioner, and add the admin or reception email as a dedicated recipient. Note this changes it for all clients on that template, not just one practitioner's clients.
  • Reduce in-app form notifications for one person: The Enable Form Notifications toggle in Practice Hive settings is per user, but it only controls in-app Practice Hive notifications, not the email ones set on the template.
  • Separate practitioners onto different forms: If different practitioners genuinely need different form-notification behavior, using separate form templates lets you set the recipients independently on each.

If a per-practitioner opt-out from form-completion emails would help your workflow, select the question mark icon in Zanda and choose Submit an Idea.

❓ Can I get notifications only for specific clients (e.g. booked appointments for VIPs)?

No, notification settings are global or per-practitioner—they cannot be filtered to only trigger for specific clients. However, you can use Appointment Warnings to flag specific clients. This adds a visual warning icon to their appointments and can display a pop-up note for your staff whenever they view that client's booking.

❓ Can I check who changed a practitioner's notification settings?

Yes. Use Tools > Log File to review when a practitioner settings page was saved. The Log File entry confirms that Practitioner Settings were saved, but it does not show the previous and new values for each notification field.

To find these updates:

  1. Go to Tools > Log File.
  2. Set the Start Date and End Date for the period you want to review.
  3. Use Username to narrow the results to a specific user, if needed.
  4. In Note, search for Saved EditSettings.
  5. Click GO.

Review the matching entries to see which user saved the practitioner's settings and when. Use the practitioner name in the log entry to confirm the practitioner profile that was updated.

❓ Can I copy the appointment's practitioner on the confirmation emails clients receive?

The automatic appointment confirmation and reminder emails Zanda sends are addressed to the client, along with any of the client's contacts you have set to receive reminders. They cannot be automatically CC'd or BCC'd to the practitioner, and there is no setting that dynamically copies the practitioner linked to each appointment onto them. Merge fields such as {AppointmentPractitionerEmail} display information inside the message subject or body—they cannot add a recipient.

To keep practitioners in the loop, use one of these instead:

  • Notify the assigned practitioner automatically. Turn on "If User Books New Appointment Notify Practitioner" on the practitioner's profile in User Menu > Account Settings > Team > Practitioners > [profile] > Settings so they receive their own SMS or email whenever an appointment is booked in their calendar. For Client Portal bookings, you can have the practitioner assigned to the appointment notified automatically.
  • Copy more than one address. On Client Portal notifications, use Additional Email Addresses to send the notification to one or more extra recipients—enter the addresses separated by commas.
  • Send a one-off copy to any address. Compose an email from the client's profile in Communication > New Email and add the practitioner—or anyone else—in the CC or BCC fields.

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