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How to set up appointment and time of scheduling reminders

Note: Unlimited voice, text/SMS, and email reminders are included in both the Essential and Professional Plans. However, customizing reminder messages is only included in the Professional Plan. Learn more about SimplePractice pricing and plans.

Free voice, text/SMS, and email reminders are available to send to clients 24, 36, 48, or 72 hours before scheduled appointments. You can also send reminders right after creating a new appointment or right after rescheduling an existing appointment, which we call time of scheduling reminders. 

You can find details on the following topics in this guide: 


Setting up reminders

Here's how to set up client reminders:

  • Navigate to My Account > Settings > Client Reminders
  • Click the tab for the reminder type you want to enable (Email, Text, or Voice
  • Click the toggle button to enable the reminder type

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  • Select the number of hours before the appointment start time that you want to send reminders (24, 36, 48, or 72 hours)

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  • Repeat these steps for any additional reminder types you want to send

Note: You can enable all three types of reminders in your settings, but clients cannot receive all three types of reminders. Clients can receive voice or text reminders, and email reminders. They cannot receive both voice and text reminders. 

When you turn on reminders by switching the toggle to the on position, your reminders are enabled within your account. However, the reminders won't get sent to clients until you select to do so from each client's individual profile. See the Sending reminders to clients section below to learn how to do this. 

Note: Keep in mind that reminder messages will automatically get sent 24, 36, 48, or 72 hours in advance, regardless of the day of the week or time of day that falls on. That means if your email reminders are set to get sent 24 hours in advance, for a client that has an appointment on a Tuesday at 2 PM, they will receive a reminder on Monday at 2 PM. If your email reminder is set to get sent 36 hours in advance, the client will receive their reminder on Monday at 2 AM


Setting up time of scheduling reminders

You can choose to receive prompts to send appointment reminders to clients when you create new or reschedule appointments by clicking the toggle button found by going to My Account > Settings > Client Reminders

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The prompts will ask if you'd like to send a reminder to the client. It will give you the option to choose what kind of reminder(s) to send to them, based on the reminder types you've enabled in your settings. 

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Customizing reminders

Now that you've enabled client reminders and assigned the intervals at which they will be sent, you're ready to customize the reminder message in emails, texts, and voicemails.

Note: The ability to customize appointment reminder messages is only available with the Professional Plan.

When you toggle a reminder on, the body of the reminder will appear and this is where you can edit and customize the message.

  • Navigate to My Account > Settings > Client Reminders and click Edit to make changes

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  • Type in your custom message in the Message field 
    • You can also enter Macros in your message that will automatically pull information into the reminder message from your settings and appointment details.
    • Place your cursor where you want to add the macro and then select a specific macro from the dropdown options.
    • For example, anywhere you add the {client_first_name} macro, the client's first name will appear in the message so that the reminder is tailored to the individual client.

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You can customize email, text, and voice reminders in the same way. Keep in mind that text reminders have a 500 character limit


Sending reminders to clients

Now that you've set up your appointment reminders, you're ready to send them to clients.

For a client to receive appointment reminders, you need to first indicate that you have the client's consent to contact them. Then you can select which reminder types the client should receive.

To do this:

  • Navigate to a client’s Overview page > Edit Details
  • Check the box(es) to indicate that you have the client's consent 
    • For voice message consent, check Voice message ok 
    • For text message consent, check Text message ok 
    • For email consent, check Email ok 

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Note: If a client has already filled out the Demographics Information form as part of their intake through the Client Portal, they may have already indicated consent for email, voice, and/or text communication electronically. If so, the consent box(es) will already be checked. 

  • Check the box for the type of reminder(s) you want to send 
    • For text/voice reminders, check Send text/voice appointment reminders box and then select Voice or Text 
    • For email reminders, check Send email appointment reminders and then select an email address from the dropdown to send the reminders to if the client has multiple email addresses saved on their file 

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  • Click Save Client 

Now this client will begin receiving reminders before each appointment. 


Important details to know

  • Keep in mind that if you don't have time of scheduling reminders enabled, you should make sure to create appointments for the future with enough time for the reminders to get sent. For example, if you have email reminders set to send 48 hours in advance, but you schedule the appointment one day in advance, the client will not receive a reminder because the window has already passed. 
  • Our email appointments reminders are one-way only. The emails are sent from no-reply@simplepractice.com. If a client replies to that email, they will receive a reply message saying "We're sorry, your email to no-reply@simplepractice.com could not be delivered.
  • You can choose to send either a voice or text in addition to an email reminder (not all three). A client cannot receive both voice and text reminders.
  • Keep in mind that if a client allows an appointment reminder to go to voicemail, the message may be cut off depending on the cell phone provider's settings.
  • If a client accidentally unsubscribes from email or text appointment reminders, you can view and override this by switching the appointment reminder back on. Navigate to the client's Overview page > Edit Details to do so. It's recommended to check with the client to verify whether or not they meant to unsubscribe from the reminders to ensure that you still have their consent.
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