Enhanced SMS/Text Appointment Reminders (Release Date: November 7, 2025)

Enhanced SMS/Text Appointment Reminders (Release Date: November 7, 2025)

Enhanced SMS/Text Appointment Reminders

The SMS/Text Appointment Reminders feature has been enhanced to give you more flexibility. You can now configure up to six different reminders, each in its own tab.

Navigation path:
Settings > Calendar Settings > SMS/Text Appt Reminders

What’s New in This Release

  • Flexible scheduling: Send reminders a specific number of hours before an appointment. Previously, options were fixed (e.g., one hour, two hours, one day).

  • Timeframe control: Define a window of time during which reminders will be sent. If a reminder falls outside this window, it won’t be delivered.

  • Customizable reminder text: Use tags to personalize reminder messages with client and appointment details.

  • Unique messages per reminder: Each reminder can have different text.

  • Client portal opt-in: Clients can opt in to SMS reminders while booking an appointment.

  • Client cancellation restriction: Clients receive a message if they attempt to cancel an appointment too close to the scheduled time. A confirmation message appears when an appointment is successfully cancelled.

  • Settings reorganization: The following options have been moved to the Allow Client Booking section.

    • Require Clients to Confirm Your Appointments

    • Automatically Confirm Appointments


Configuring Reminders

If the feature is enabled, click Add Reminder. The Reminder 1 tab opens. You can add up to six reminders.

Reminder Settings

  • SMS/Text Appointment Reminder Toggle: Use this switch to turn reminders on or off for the selected tab. When turned off, no message is sent for that reminder, even if other reminders are turned on.

  • Send SMS Reminder __ hours ahead of an appointment:  Enter the number of hours before the appointment when the SMS reminder should be sent. You can type the value or use the arrow keys.

  • Allow reminders during this window: Define the timeframe in which reminders can be sent. Reminders outside this window will not be delivered.

  • Confirm/Cancel:

    • Confirm Appointments: Allow clients to confirm via text.

    • Cancel Appointments: Allow clients to cancel via text.

      • Cancellation limit: Select the number of hours before the appointment that clients are allowed to cancel. After this period, cancellations will not be permitted. This setting is optional—select No limit from the dropdown if you don’t want to set a cancellation limit.



  • Reminder Text: Enter the message clients will receive. Use tags to personalize messages with client and appointment details.

WarningWarning: Do not manually enter any PHI in the reminder text field.


Example Reminder Text:
Hello John Smith,

This is to remind you for the appointment scheduled with us. Here are the appointment details:

Provider Name: John Doe
Location: Rockville 
Appointment Date/Time: 08/29/2025 11:00 AM
Day of the week: Friday


Using Tags for Dynamic Text:
Hello {Client First Name},

This is to remind you for the appointment scheduled with us. Here are the appointment details:

Provider Name: {Provider Name}
Location: {Location}
Appointment Date/Time: {Appointment Date} {Appointment Time}
Day of the week: {Day of the week}

Multiple Reminders 

You can configure multiple reminders—for example:

  1. Reminder 1: Three days before the appointment
  2. Reminder 2: Two days before the appointment
  3. Reminder 3: One day before the appointment
Click Save when finished.

Client Portal Updates

Clients can opt in for SMS reminders when booking an appointment. A link to the privacy policy is provided before they select the opt-in checkbox.

Notes
When you share the Quick Share Scheduling Link from the calendar, clients will also see the option to opt in for SMS reminders during the booking process.




If clients stop the service, the SMS/Text Appointment Reminders checkbox in their chart (Communications tab) will become disabled. You can click the Send Reactivation Email button to re-enable the feature.



Moved Features

The following options were moved from the SMS/Text Appointment Reminders section to the Allow Client Booking section:

  • Require Clients to Confirm Your Appointments

  • Automatically Confirm Appointments



See Also

Reference Knowledge Base Article: Sending SMS/Text Appointment Reminders to Clients

Need Help?

For further assistance, contact:
📞 Phone: 443-203-5857
📱 Text: 866-301-0085
📧 Email: ticket@icanotes.com
💬 Chat: https://app.icanotes.com



Proprietary Notice Information: This article is provided for informational purposes only, and the information herein is subject to change without notice. While every effort has been made to ensure that the information contained within this article is accurate, ICANotes cannot and does not accept any type of liability for errors in, or omissions arising from the use of this information.


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