Send Out Appointment Reminders

Sending confirmation and reminder texts is a great way to ensure your clients and customers stay informed and prepared. These texts can remind contacts about upcoming appointments, meetings, and more while including information about how your clientele can cancel and reschedule appointments ahead of time. Doing this can help reduce the number of no-shows your organization experiences. 

With your StratusTEXTING services, you can schedule confirmation and reminder texts with ease. You have the ability to create selectable templates for these reminders that your users can edit to include important information, such as dates, times, the names of important people, and important addresses.

Step 1: Create Templates (OPTIONAL)

To make sending appointment confirmations and reminders quick and easy for your users, it is recommended to create templates. This can be done using the Template page of the Tools tab.

To create templates for confirmation and reminder texts…

1. Navigate to the Tools tab.
   
2. Select Templates.
   
3. Click the CREATE TEMPLATE button.
4. In the Create Template form, input the following:
   
   • Title - Type an identifiable name that users can view while selecting a template to use.
   • Text - Type the message that should be sent to confirm or remind the contact of their upcoming appointment. 
     

     Quick Tip: You can use the token buttons to add one of the following tokens:
         •  [first name] - Automatically input the name of the contact that has been saved for the phone number you are texting.
         •  [company name] - Automatically input the contact's Company Name that is saved in the contact for this phone number being texted.

      
5. If needed, add attachments, such as a media file, emojis, or gifs, to the template.
   
6. Select whether this template will be saved as a Personal or Shared template.
   
   

   Quick Tip: If you are saving this template as a Shared Template, you can select whether this template is selectable for all or specific SMS phone numbers. 

   

    
7. When you are ready to save, click the CREATE TEMPLATE button.
   
   

   ✔ You should see the new template listed alongside any other created templates.

   

    
8. If needed, repeat steps 3-7 for additional reminder messages.
   

   Quick Tip: Some companies prefer to create an appointment confirmation text that gets sent immediately when the contact schedules an appointment. 

   

    

Step 2: Schedule an Appointment Reminder Text

To have a confirmation or reminder scheduled to be sent out at a specific date and time, you can use the Scheduler tool. 

To schedule one of these special texts…

1. Click the Scheduled Text icon.
2. Use the menu that appears to select the date and time that the message should be sent.
   
3. Click Set 
   
4. In the text input box, do one of the following:
   • Click the Templates icon and select a template to be used.
     
   • Type the message to be sent on this date.
     
5. Click the SCHEDULE button.
   

   ✔ You should see a confirmation message that the text has been scheduled for the date you selected.
   

   Once that date and time arrives, the scheduled text will automatically be sent.

    

Reminder Template Examples

Use the module below to help brainstorm and format your new confirmation and reminder texts.