Overview  

ICANotes+ allows you to send appointment reminders to your clients via email. You can notify clients when you schedule an appointment and send additional reminders as the appointment approaches. For example, you might want to send the first reminder 12 hours before the appointment and a second reminder 3 hours prior. This feature makes it easy to set up these notifications.

You can customize an email template with a subject line and body text, automatically including details like the client's name, practice location, appointment date, and time. Personalizing your emails with these details helps create a stronger connection with your clients.

Configuring an Email Template to Send Appointment Notifications  

To send appointment notifications to your clients, you must first configure the email template. These notifications will be delivered to your clients when you schedule an appointment for them.

Steps to Configure the Email Template: 

1. Go to Settings.
2. Select Calendar Settings.
3. Choose Email Appointment Notifications.
4. Template: Turn on the switch to enable the notification. This switch must be on for the notification to be sent. If it is off, the notification is not sent, even when the details on the screen are saved.
5. Email Subject: Enter the subject line for your email.
   
6. Email Body: Enter the content for your email.

Note: Use the Merge Fields dropdown in the email subject and body to insert dynamic values such as the client’s name, appointment date, time, and more. These details will automatically populate in the email when it is sent to clients. 

Configuring Email Template to Send Appointment Reminders 

When you schedule an appointment, a notification is automatically sent to your clients. Additionally, you can set up reminders to be sent a few hours before the meeting. To enable these reminders, you first need to configure an email template specifically for them. 

Steps to Configure the Email Template: 

1. Go to Settings.
2. Select Calendar Settings.
3. Choose Email Appointment Reminders.
4. Select the Reminder 1 tab.
5. Template: Turn on the switch to enable the reminder. This switch must be on for the reminder to be sent. If it is off, the reminder is not sent, even when the details on the screen are saved.
6. Email Subject: Enter the subject line for your email.
   
7. Email Body: Enter the content for your email.

Note: Use the Merge Fields dropdown in the email subject and body to insert dynamic values such as the client’s name, appointment date, time, and more. These details will automatically populate in the email when it is sent to clients. 

In this example, the first reminder will be sent 12 hours before the appointment. 

Similarly, you can select the Reminder 2 tab and configure the template for it. 

In this example, the second reminder will be sent 2 hours before the appointment. 

Displaying Appointment Notification / Reminders to Client Portal Users 

After configuring the email template for appointment notifications, your clients will receive an email whenever you schedule an appointment for them. Similarly, once you set up appointment reminders, clients will receive an email a few hours before the appointment based on your settings. 

Below is an example of the email your clients will receive. 

Note: You can customize the design of this email through the appropriate configurations. 

When the appointment type is set to Phone Call, the system automatically populates the Where field with the following message: "The provider will call you at the scheduled time." 

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FAQs 

You can find the Frequently Asked Questions (FAQs) on our Knowledge Base page.