This article will show you how you can set your Consultation Forms to be sent to your clients automatically by Email and/or SMS a few days before their appointment.
In this Article
You can automatically send up to 2 messages (1 SMS and/or 1 Email) to your clients before their appointments, with links to complete their Consultation Form.
How to Enable Auto Send
To enable auto-sending Consultation Forms, go to Manager > Consultations > Auto-Send Forms.
Navigate to the Email Notification and SMS Notification areas on the left side of the screen, then enable your settings > Choose how many days before an appointment each message should be sent.
Finally, click Save to finish.
If you enable both SMS & Email notifications & choose to send them at different times, and the client completes the form before receiving the second notification, the second message will not be sent.
Note: SMS Notifications are charged at your standard SMS rate.
Previewing the Message
You can use the Preview buttons to see what the message will look like
Note: The messages cannot be edited at this time.
Recommended Sending Times
We recommend using the Send on Booking setting for email, and setting the SMS Notification to 3 days before.
If your client completes their Consultation Form after receiving the first message, the second message will not be sent.
You can also enable the Send reminder if form not completed option, which will send a reminder message to the client 24 hours before their appointment if they haven't already completed their consultation form.
When is the Message Sent?
The message will be sent 'x' days before their appointment at a random time between 7 am and 6:59 pm. The client can complete the form up to and including the day of their appointment. The link expires the day after the client's appointment.
Appointments Within the 'Days Before' Schedule
If a client's appointment date is earlier than your Days Before condition, the Consultation Form will not be sent automatically. However, you can still send the Consultation Form to the client manually.
Rescheduled Appointments
If a client received a Consultation Form message by SMS or Email and then rescheduled their appointment, another message will be sent to the client, provided their new appointment date meets your Days Before sending time (if not, you can send the form manually) and the client has not already completed the form. If they have completed the form, no further message will be sent.
How Can I Check if the Message Was Sent?
Go to Clients > Search for and click on a client to open their profile > Communication > Filter the Message type to Consultation Form.
What Does the Message Look Like?
See the screenshots below for the Email message (left) and the SMS message (right).
The wording in these messages cannot be edited at this time.
Once clients tap the link in the message, they'll be brought to a page to complete their form. If they have multiple forms to complete, they will see each form listed here to be completed individually.
The client can complete the form up to and including the day of their appointment. The link expires the day after the client's appointment.
When a client opens a consultation form, their personal details will be automatically filled in for convenience. If they’ve previously completed the same form, their most recent answers will also appear, allowing them to review and update any information. If it’s the first time they’re receiving a particular form, only their personal details will be pre-filled.