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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 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 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 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 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 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 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

For each notification type, you can choose:

  • SMS only – quick alerts to your mobile
  • Email only – detailed information in your inbox
  • None – turn off specific notifications

Frequently Asked Questions

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

Go to 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 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 Settings > Communication > Reminders.

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