Appointment Reminders are emails or text messages that are delivered to your clients or members of their circle of care before their scheduled Owl sessions. This feature is optional, and is disabled by default when you add a new client.   You can set up reminders by navigating to Settings, then Notifications, and then select the Reminders tab.

If you plan on using appointment reminders, you must write your own default reminder messages and configure the preferred reminder for each client.

Writing Your Default Reminder Messages 

Before you start setting reminders up for your clients, you will want to customize your default reminder messages. The same message will be sent out to all recipients. You will build these out of plain text and Owl Macros. A macro is a variable that is filled in with the correct information when the message is sent out. 

These are the Owl Macros: 

• _RECIPIENT_NAME_
• _APT-END-DATE_
• _APT-END-TIME_
• _APT-START-DATE_
• _APT-START-TIME_
• _CLIENT-NAME_
• _CLINIC-NAME_
• _THERAPIST-EMAIL_
• _THERAPIST-NAME_
• _TIMEZONE_
• _ACTION_
• _AMOUNT-CHARGED_
• _CLIENT-FIRST-NAME_
• _DURATION_
• _LOCATION-ADDRESS_
• _LOCATION-AREA-CODE_
• _LOCATION-CITY_
• _LOCATION-COUNTRY_
• _LOCATION-NAME_
• _LOCATION-REGION_
• _ROOM-NAME_
• _SERVICE-NAME_

Setting up email reminders

• Select Email under Reminder Type
• Enter a default subject line under Email Subject
• Type in your reminder message under Email Body, and copy and paste the macros to add variables.
  • Note that there is a 65,535 character limit for email reminders.
• Select whether or not you want to automatically sent video session links within the reminder and confirmation emails.
• When you are finished select Save.

Note that you can also set up reminders for a client's circle of care in the Circle of Care Reminders section below Client Reminders using these same steps.

Setting up SMS reminders

• Select SMS under Reminder Type.
• Type in your reminder message, and copy and paste the macros to add variables in the SMS Message section.
  • Note that there is a 160 character limit.
• Select Save to update your changes.

Note that you can also set up reminders for a client's circle of care in the Circle of Care Reminders section below Client Reminders using these same steps.

Set Up Reminders for a Client

All clients have reminders turned off by default. This is so you can control and be aware of exactly how you are contacting each of them. 

To enable appointment reminders: 

• Head to the Clients > Contact & Clinical > Contact Details.
• Select Edit.

To set email reminders

• Type the client's valid email address.
• Under the Notification and Language Preferences section, use the Email Reminders dropdown to set the time before the session you would like the reminder to be delivered.
• Make sure Allow appointment confirmation emails is selected under Appointment Confirmations
• Select the green Save button.

To set text message reminders

• Enter in the client's phone number and then select Add Number.
• Select the SMS reminders box next to the phone number these should be delivered to.
• Under the Notification and Language Preferences section, use the SMS Reminders dropdown to set the time before the session you would like the reminder to be delivered.
• Make sure Allow appointment confirmation emails is selected under Appointment Confirmations.
• Select the green Save button.

Using Logs to Track Reminders 
If you are curious about the successful delivery of your clients' reminders, each client has their own unique logs area. The logs area displays information including every email or text message you have sent your client. Select Logs under the Clients section to see confirmations for all messages.