Appointment notifications and reminders are a great way to inform customers about upcoming appointments! You can send push, email, and text reminders, add content to email notifications, and manage internal notifications for your business and employees.
Make sure that you Save after making any changes to your Notification settings.
Individual customers can opt out of receiving email, text, or push notifications.
You can manage a customer's notification settings from their customer profile if they aren't receiving confirmations. Do not do this without confirming with the customer first.
This section will guide you on how to notify your customers through Vagaro. You'll learn how to send out important notifications, including the details of an appointment once it's booked, reminders, confirmation requests, and even custom emails tailored to your needs. The section also covers how to ensure your notifications are HIPAA-compliant.
All email notifications include a link to any required forms that have not been completed. This allows the customer to fill out the document digitally before an appointment.
Locate and turn Confirmation Request on.
Set the timing of Confirmation Requests in Hours before appointment.
The default setting is 72 hours (3 days) before the customer's appointment. Customers will receive email, text, or push notifications to confirm their appointment. If the customer confirms, their appointment status will update automatically on the calendar.
To support Vagaro businesses in the healthcare and wellness industries, we have designed our privacy rules to comply with HIPAA Privacy Rules. Vagaro has worked with a third party, the Compliancy Group, to ensure this. To learn more about HIPAA compliance, click here. See Sending HIPAA-Compliant Notifications to learn how to send HIPAA-compliant text messages, push notifications, and emails to clients in Vagaro.
The Include this message in appointment emails text box allows you to create custom email notifications. You can add a custom message to all notifications (this will not display on text or push notifications). You can include instructions for the customer, parking information, and more.
The Send Welcome Email to New Customers setting is enabled by default. When creating a customer profile—online or in-house—the customer will receive a welcome email from Vagaro. You can disable this setting if you do not want your customers to receive this email.
Turn this setting on and then check Memberships, Packages, or both to send a receipt to your customer whenever a membership or package auto-renews.
What happens if a client responds to a text message?
Kim: Nothing! The numbers shown on text messages from your business are send only.
When I booked a client I entered the wrong email address, then I updated it. How do I send another email confirmation so she has it?
There's not a function in Vagaro that does that automatically, so here's my idea for a workaround:
REBOOK the appointment for the same date and time (you'll have to select a different time and then edit that to the original booking time.) If the customer has already paid a deposit for the appointment, edit the deposit field to $0. You'll end up with duplicate appointments on the calendar, so delete one. The rebooking causes a new confirmation email to be sent.
You might make an enhancement suggestion that we provide an option to resend email confirmations when editing an appointment for a future fix.
Hope that helps!
For all businesses looking to customize their text notifications. Our current format has proven to be informative and reliable while keeping message usage to a minimum. Adjusting the message content would result in the flagging of text messages by mobile providers and would disrupt your message delivery. We appreciate all your feedback and will not be able to make this change.
Thank you for understanding; however, for customers that would like to send out custom text messages, we do have a Text Marketing Feature. To learn more, see here.
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