How do I turn on email confirmations/reminders for appointments?

To send Email Confirmations and Reminders to Patients when you book an Appointment you must do two things:

  1. Turn on Confirmations & Reminders in Settings - this is a system-wide setting and only needs to be done once
  2. Opt-in Clients to receive Confirmations & Reminders - this is done on a patient by patient basis in the patient record

1. Turn on Confirmations & Reminders in Settings

Email Confirmations and Reminders are turned off by default, so to turn these on:

  1. Go to Settings
  2. Click on the General tab
  3. Expand the "Confirmations & Reminders" section
  4. If you wish to send Email Confirmations to a Patient immediately after you book an Appointment for them, tick the "Send email confirmation when patient-related appointment created" box

  5. If you wish to send Email Reminders to a Patient prior to their Appointment, select an option from the "Email reminder" drop-down list - you have the option of 1 day, 2 days or 3 days
  6. If you wish to edit any of the message templates just click on "Edit template"
  7. Once complete, click "Save"

2. Opt-in Clients to receive Confirmations & Reminders

Before you can send email confirmations or reminders to a client you need to confirm that they have given their consent to receive these communications. To do this:

  1. Ensure you have the correct Active Patient
  2. Go to their Patient Summary
  3. In the Contact Information section, click on "Edit Details"

  4. Enter an Email Address for the patient, and check the "Consented to Email Confirmations & Reminders" checkbox (NOTE: You are only able to save this consent if there is a valid Email Address)
  5. Once complete, click "Save"

PLEASE NOTE: If you book an appointment and then check the consent boxes these settings WILL NOT be retrospectively applied to appointments that have already been booked.

Booking An Appointment

When you book an appointment you don't need to do anything. However, to make life a bit easier we summarise the Confirmation and Reminder settings in the appt booking dialogue.

If you see green ticks (as below) this means that the message type will be sent and if you see red no entry icons this means that the message type will not be sent.


Please keep in mind that there are circumstances where messages may not be sent even if you see a green tick when you book the appointment. These could be if:

  • the appointment is cancelled before the SMS reminder is due to be sent
  • you run out of text credits before the SMS reminder is due to be sent
  • you specify the wrong email address or mobile number

Related Article:
How do I turn on SMS Confirmations/Reminders for Appointments?
How much do text credits cost?

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