Users may be allowed by the administrator to set up their own client reminders.

If you see the managed badge, the reminder template was set up by your administrator and is ready to use. Or, you may have set up a reminder template when you started your trial.

Before setting up any additional templates, let’s take a quick look at client reminder settings:

• Determine what hours to send reminders: 8 AM to 8 PM is the default setting. Most users will want the checkmark next to Only send customer reminders where the event owner is the organizer checked. However, if you have integrated with Redtail Calendar, uncheck this setting as there is no organizer in Redtail.
• Write-back status is checked so you can see a checkmark or X on your calendar when your clients confirm your appointments.

To set up a new client reminder:

1. First, we’ll determine a purpose: A standard reminder.
2. Next, we can indicate custom criteria to trigger this reminder template: In this case, the event title includes the word “meeting” and the event status is “unconfirmed.”
3. We’ll make it a text reminder and set the timing for 8 AM the morning of the appointment.
4. Next, we can customize the message: Since this reminder is only going to invitees who have not confirmed, we’ll begin the reminder message asking them to confirm the meeting.
5. We can set up auto-replies: This is extremely popular with our users. If they reply “yes,” we’ll thank them and tell them we look forward to meeting with them. If they reply “no,” we can leave a message that includes a reschedule link using the variable dropdown list.
6. Finally, we can add a nickname making it easy to manage our templates.

Now, let’s say we want a similar reminder for those who have confirmed their appointment. We just clone the template we’ve just created, change the criteria to “confirmed,” and include a simple message reminding the invitee of the meeting. Since we won’t ask for further confirmation, we can uncheck the auto-reply and then edit the nickname.

That’s it! We now have three reminder templates ready to end our no-shows.