Notifications are reminders sent to your clients and staff through email and text messaging to alert them of their upcoming appointments. Notifications are designed to help ensure that your staff and clients are aware of their upcoming appointments, and to increase the likelihood of client attendance at these appointments.
Managing Notifications Options
Notifications can be sent your clients and/or staff via email. Text message (SMS) notifications can also be set up to be sent to clients (not to staff).
You can activate and deactivate notifications, based on notification type.
There are four types of notifications:
- General Notifications are sent to your clients and/or staff when an appointment is created or changed.
- Missed Notifications are sent when an appointment status is marked by a staff to “No Show” status.
- Completed Notifications are sent when an appointment is set by a staff to “Completed” status.
- Reminder Notifications are sent to your clients to remind them of their upcoming appointment. Multiple reminders can be set up, so your clients receive these at different times prior to their appointments.
Customize the timing for when reminder notifications are sent out to your clients and staff, in accordance with your business needs.
You can choose whether to include some additional information in your email notifications, based on some standardized pre-configurations. You have the ability to include the following content, based on your preferences:
Attendee Information including the customer’s name, email, appointment notes, confirmation code associated with client and appointment).
Attendee Answers to Questions that were responded upon booking the appointment can be included in the notifications.
Clients can manage their appointments through email notifications, to make changes to their appointments.
ICS files let your customers download a small file that will be sent as an email attachment, that allows them to easily add their appointment to their device’s calendar.
You have the opportunity to add customizable information that will appear at the bottom of the email notifications. For example,if your office hours will be changing temporarily during the December holiday season, you can add in some custom text to alert your clients of this in the notification emails.
Email content can also be added on a per-service or per-staff basis within the Services or Staff tab, if you wish for certain information to be visible in the notifications only when a particular service or staff is being booked.
If you have multiple languages enabled, you can add in translated messaging.
A Homepage URL and Feedback URL can also be added to your email notifications, to redirect your clients to your business website and or an external survey outside of Coconut to provide feedback.
Custom Notification Providers can be set up to allow for email and text notifications to be configured using other accounts, as opposed to through the Coconut default account. We recommend keeping this option to the default setting.
Branding is available for enterprise accounts. Contact your Customer Success Coach or firstname.lastname@example.org for more information.
Only Administrators can activate, de-activate and edit preferences for Notifications. Staff members with other Coconut system permissions can receive notifications.
Additional notification email content can be added on a per-staff basis by only Managers or Administrators.
Additional notification email content can be added on a per-service basis only by Administrators.
Select the corresponding Email and/or Text messaging checkboxes to activate or deactivate General Notifications (1), Missed Notifications (2), Completed Notifications (3) for your business.
Set the timing for when Reminder Notifications (4) should be sent out to your clients and staff by selecting Email or Text Message from the drop down option, and then selecting the preferred measuring stick for how to measure time (ie minutes, days, hours) and then inputting the preferred numerical value to set the length of time before the appointment that you wish for the notifications to be sent out.
Click the associated checkboxes to include Attendee Information (5), Attendee Answers to Questions (6) and ICS files (7) in the notification emails.
Add in additional, customizable email content that will be included in all Notifications, regardless of service selected by inserting text in the Details tab of the Email Content section and then pressing “Save.”
Add in Translations in the Language tab (1) of the Email Content section.
Add in a Homepage URL (2), a Feedback URL (3) and an external Email Provider and/or SMS Provider (4) by entering text in the corresponding fields.
To add additional content to the notification emails on a per-staff basis, navigate to the Staff tab, click on the More button associated with the staff member that you wish to add the custom content for, and then add in the content you wish to add in the Meeting Information box. Press Save to ensure that the newly added content will now be added into all notification emails for appointments with this particular staff member.
To add additional notification email content can be added on a per-service basis, navigate to the Services tab, click on the More button associated with the service you wish to add the custom content for, and then add in the content you wish to add in the Instructions box. Press Save to ensure that the newly added content will now be added into all notification emails for appointments with this particular service.
Examples of Notification Emails:
Confirmation Notification Email:
Changed Appointment Notification Email:
Missed Appointment Notification Email:
Completed Appointment Notification Email: