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 your staff and clients be aware of their upcoming appointments which increases the likelihood of attendance. Notifications also ensure clients and staff are prepared for their appointment by providing important information within the reminders.
Managing Notifications Options
Notifications can be sent to clients and/or staff via email.
Text message (SMS) notifications can also be sent to clients.
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 client’s name, email, appointment notes and confirmation code.
Attendee Answers to Questions that were answered upon booking the appointment.
Clients can manage their appointments directly through email and text message notifications to easily make changes to their appointments.
ICS files let your customers or staff 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 holiday season, you can add in 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 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.
Notification 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.
Additional notification email content can be added on a per-staff basis by Managers or Administrators. Managers can only do this for the staff which they manage.
Additional notification email content can be added on a per-service basis only by Administrators.
Navigate to the Settings (1) tab and land on Notifications (2).
Select Email and/or Text messaging notification types for when an appointment is created or changed (3).
Select Email and/or Text messaging notification types for when an appointment has been marked as a No Show (4).
You can choose to have an Email Notification sent once the appointment has been marked Completed (5).
Check-in Notifications (6) can be enabled and a set time chosen to send out to clients before their appointment. This will notify the staff when the client has arrived. Staff sms check-in (7) when enabled, will send an sms to the staff upon client check-in.
Choose how far in advance Reminder Notifications (8) should be sent for email and/or text reminders, and Add a reminder (9) to include additional reminders.
Select the box to include Attendee Information (1) in your notification emails.
Select the box to include the Attendee's Answers (2).
Select the box to include ICS Files for clients (3) in notification emails.
Select the box to include ICS Files for staff (4) in notification emails.
Note: That if the staff or client select no on the ICS file, it will cancel the appointment.
Enter in Email Content Details (1) to include information which will appear at the bottom of all email notifications. For example, We require 23 hours notice for cancellations. For emergency cancellations, please call your appointment location. Under Languages (2) you can have your Email Content Details another language. Currently you can choose between French and Spanish.
To replace the Client View link that is automatically attached to every email notification, input your Homepage URL (3).
To replace the Survey Service with your preferred survey, you can input the link here in the Feedback URL (4) link.
Examples of Notification Emails:
Confirmation Notification Email:
Change Appointment Notification Email:
Reminder Appointment Notification Email:
Missed Appointment Notification Email:
Completed Appointment Notification Email:
Text Message Notification Example: