Overview

In ICANotes+, you can send appointment emails to notify clients when you schedule an appointment and remind them before the appointment begins.

For example, you can:

• Send a notification when the appointment is scheduled.

• Send a reminder 12 hours before the appointment.

• Send another reminder 2–3 hours before the appointment.

You can customize the email subject and body. Use merge fields to automatically include details such as the client’s name, practice location, appointment date, and appointment time.

Step 1: Configure an Email Template for Appointment Notifications

Before clients can receive appointment notifications, you must configure and enable the notification template. The system sends this notification when you schedule an appointment.

1. Go to Settings.

2. Select Calendar Settings.

3. Select Email Appointment Notifications.

4. Turn on the Template toggle.

   • The toggle must be on to send notifications.

   • If the toggle is off, the system does not send notifications, even if you save the template.

5. In Email Subject, enter the subject line.

6. In Email Body, enter the message content.

Use the Merge Fields dropdown in the subject and body to insert dynamic values, such as the client’s name, appointment date, and time. The system automatically replaces these fields when sending the email.

Step 2: Configure an Email Template for Appointment Reminders

In addition to the initial notification, you can send reminder emails before the appointment. To do this, configure and enable a reminder template.

1. Go to Settings.

2. Select Calendar Settings.

3. Select Email Appointment Reminders.

4. Select the Reminder 1 tab.

5. Turn on the Template toggle.

   • The toggle must be on to send reminders.

   • If the toggle is off, the system does not send reminders, even if you save the template.

6. Set the timing for when the reminder should be sent (for example, 12 hours before the appointment).
   

7. In Email Subject, enter the subject line.

8. In Email Body, enter the message content.
   

9. Click Save.
   

Use the Merge Fields dropdown to insert dynamic appointment details. The system automatically populates these fields when sending the email.

1. Select the Reminder 2 tab.

2. Turn on the Template toggle.

3. Enter the Email Subject and Email Body.

4. Set the timing for the second reminder (for example, 2 hours before the appointment).
   

Use the Merge Fields dropdown to insert dynamic appointment details. The system automatically populates these fields when sending the email.

Step 3: How Notifications and Reminders Appear to Clients

After you configure and enable the templates:

• Clients receive a notification email when you schedule an appointment.

• Clients receive reminder emails based on the timing you configure.

You can customize the email content and layout through the template settings.

FAQs 

Will clients receive notifications automatically after an appointment is scheduled?
Yes. Clients receive appointment notifications automatically when the notification template is enabled.

Can I send more than one appointment reminder email?
Yes. You can configure multiple reminder templates with different timing intervals.

What happens if the template toggle is turned off?
The system will not send appointment notifications or reminders, even if the template is configured.

Can I customize the appointment email content?
Yes. You can customize both the email subject and body for notifications and reminders.

Can I include appointment details automatically in the email?
Yes. Use Merge Fields to automatically populate details such as the client name, appointment date, time, and location.

What appears in the email for phone call appointments?
For Phone Call appointments, the Where field automatically displays: “The provider will call you at the scheduled time.”