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 send your clients our standard appointment or time of scheduling reminder messages, or you can choose to customize the reminder message to fit the needs of your practice.

In this article

Setting up reminders

Here's how to set up client reminders:

  1. Go to My Account > Settings > Client Reminders.

Toggling on client reminders in SimplePractice

Setting up time of scheduling reminders

You can choose to receive prompts to send reminders when scheduling or changing appointments by adjusting the toggle button.

Toggling on prompt for client reminders in SimplePractice

The prompts will ask if you'd like to send a reminder to the client and it will give you the option to choose what kind of reminder to send to them:

Prompt to set up client reminders in SimplePractice

Setting up phone/text reminders while in the trial period

During your free trial, you'll be asked to verify your mobile phone number before you can send text or voice reminders to clients. Until you have verified your mobile phone number, you will only be able to send email reminders.

If you haven't yet entered a phone number in your practice settings, you will see a notification that you need to add your mobile phone number.

  1. Click Add a mobile phone number to enable text and voice reminders. You will be taken to the practice settings page to enter your practice phone number.
  2. Enter your mobile phone number, click Save.
  3. Return to the Client Reminders section (go to My Account > Settings > Client Reminders).

Once your phone number is verified, you are ready to turn on the reminders for either email, text, voice, or all three.

Verifying your practice phone number in SimplePractice

When you toggle the reminders to the on position, your reminders are enabled within your account but they will not be sent until you select which clients you would like to receive reminders.

For each active reminder, you can select how far in advance of the appointment you’d like the reminder to be sent.
Note: By default, reminders are scheduled to send 24 hours before a session, but you can select to have reminders sent 36, 48, or 72 hours in advance.

Customizing the messages for client reminders

Now that you have set up the client reminders and assigned the interval at which they will be sent, you're ready to customize the reminder message in emails, texts, and voicemails.

Note: Customizing appointment reminder messages is only included with the Professional Plan.

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

  1. Click Customize this Email to make changes.
    Customizing email client reminders in SimplePractice
  2. When you click Customize this Email, you will be provided with an editable field, where you can insert text and fields that pull information from your practice settings. For example, anywhere you place the field {client_first_name}, the client's first name will appear in the message. This allows each message to be tailored to the individual client.

Now you can customize SMS text and voice reminders in the same way.

Sending reminders to clients

Now that you've enabled your appointment reminders (and customized them if you're in the Professional Plan), you're ready to send them to clients.

In order for a client to receive appointment reminders, you need to indicate that you have the client's consent to contact them and you'll have to select which reminders the client should receive.

To do this:

  1. Go to a client’s Overview page and click Edit Details.
  2. Check the appropriate boxes to indicate which communication types you are authorized to use with this client.
  3. When finished, click Save.
    Enabling text, voice, and email client reminders in SimplePractice

Now this client will begin receiving appointment reminders before each session.

Important details to know

  1. Make sure you set up an appointment reminder within the window of time set (i.e., you have reminders set to 48 hours, but you schedule the appointment a day in advance, the client will NOT receive a reminder because the window has already passed).
  2. Our email appointments reminders are only one-way. The emails are sent from If a client replies to that email, they will receive an error reply message saying "We're sorry, your email to could not be delivered. "
  3. To send voice and/or text reminders during your free trial, you will need to use a cell phone as the phone number in your practice settings. You will be asked to verify this mobile number before voice and/or text reminders can be enabled in your free trial account.
  4. 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.
  5. For couples appointments, the reminders will be sent to both members of the couples session as long as you have set up reminders for both within their client profile.
  6. Be aware 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.
  7. If a client accidentally unsubscribes from email or text appointment reminders, you can view and override this by switching the appointment reminder back on by going to the client's Overview Page > Edit Details. Just check with the client to see if he/she meant to unsubscribe or not.
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