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Sending Reminders to Contacts

Send appointment reminders to a client's contacts such as a parent or partner.

In some situations, you may want to send appointment reminders not only to the client but also to others, such as a parent, guardian, or partner. To accommodate this need, you can send appointment reminders to designated Contacts associated with the client's appointment. These Contacts can be added in the Contacts section of the client's profile.

 

Hint 💡

If you haven't yet, add the Contact to the Client's profile in order to proceed.

To Send Appointment Reminders to a Client contact: 

1. Open the client's profile and go to the Contacts page.

2. Edit the Contact (click on the contact's name).

3. Toggle on Send reminders about all appointments for (Client Name).

4. If a contact resides in a different time zone, be sure to specify their time zone directly in the contact’s settings.

Appointment reminders for contacts are always scheduled according to the contact’s designated time zone, not the main client profile. This ensures each reminder is delivered at the correct local time for every recipient.

5. Click Save.

Here's how the reminders will be sent:

  • Option 1: If automatic SMS or email appointment reminders are enabled, and the client and their contact have different mobile numbers and email addresses, both the client and the contact will receive separate reminders.
  • Option 2: When automatic SMS or email appointment reminders are enabled, and the client and their contact share the same mobile number and email address, only a single reminder will be sent to prevent duplicate notifications being delivered to the same contact details.
  • Option 3: If automatic SMS or email appointment reminders are enabled, and the client does not have a mobile number or email address saved in their profile but their contact does, the reminder will be sent to the contact.

 

Frequently Asked Questions

❓ Can clients and their contacts receive different appointment reminders?

No. A contact can receive appointment reminders for the client's appointments, but the contact does not have separate appointment reminder templates or a separate sending schedule. The Appointment Reminders setting on the contact controls whether they receive reminders about all appointments for that client.

If you need a different reminder template or timing for a specific client, update that client's reminder settings from Profile > Appointment Reminders. Those client reminder settings are then used for the reminders sent for that client's appointments, including reminders sent to contacts who are configured to receive them.

❓ What happens if a contact does not have a time zone set?

Appointment reminder merge fields use the contact's own time zone when Merge Client's Time Zone in Client Communications is enabled and a time zone is saved on that contact's profile. If the contact does not have a time zone saved, the appointment time is shown in your business time zone, not the main client's time zone.

❓What if the client is a child, and doesn't have a mobile and/or email, can the reminder just be sent to their parents?

Yes, definitely. Simply leave the 'Mobile' and 'Email' fields empty for the client (child), but keep their Appointment Reminder settings enabled. Then, configure their contact (such as the parent) to receive reminders following the steps above.

Important

A dedicated Toll-Free Number (TFN) is required to send/receive SMS messages in the USA, Canada, Puerto Rico, Bahamas, Jamaica, Costa Rica, and Barbados. For more details, please click here.

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