Confirming Appointments

Notes:

• You must complete the following before you can send email confirmations:

• Set up the Millennium.Mail Service = Refer to the Millennium Services Setup Guide for instructions.

• Define a confirmation email = Click here for instructions.

• Set up clients to receive email confirmations = Click here for instructions.

• You must complete the following before you can send text message confirmations:

• Set up the Millennium SMS Service = Refer to the Millennium Services Setup Guide for instructions.

• Define a confirmation text message = Click here for instructions.

• Set up clients to receive text message confirmations = Click here for instructions.

You should confirm appointments in the following order.

1. Confirm Appointments by Email

   1. Select Appointments > Appointment Confirmations.

   The Appointment Confirmations window displays.

   2. Select one of the following options:

   • Use 'Confirm Days in Advance' = Select to display the clients that need to receive a confirmation today.

   • Use Appt Date = Select this option and select a date to display the clients that need to receive a confirmation for their appointment on the selected date.

   3. In the Employee field, select an employee if you only want to send confirmations to that employee's clients, or leave the field blank to send confirmations to all clients.
   4. Click Load Clients.

   A list of clients that need to receive an appointment confirmation displays in the Clients to Confirm section.

   5. Click Millennium.Mail Confirmations.

   A list of clients that require an email confirmation displays.

   Note:  If the "No clients need to be confirmed via email" message displays, click OK and send confirmations by telephone and text message as necessary.

   6. In the Form Letter to Use field, select "APPOINTMENT CONFIRMATION" or select a custom appointment confirmation email that you created.

   Note:  Appointment confirmation emails are defined on the Form Letters window.  Click here for instructions.

   A preview of the confirmation email displays.

   7. Click Send Emails.

   The Subject window displays.

   8. Change the title for the confirmation email if necessary.

   9. Click OK twice.

   10. Click Close.

    

2. Confirm Appointments by Text Message

   1. Select Appointments > Appointment Confirmations.

   The Appointment Confirmations window displays.

   2. Select one of the following options:

   • Use 'Confirm Days in Advance' = Select to display the clients that need to receive a confirmation today.

   • Use Appt Date = Select this option and select a date to display the clients that need to receive a confirmation for their appointment on the selected date.

   3. In the Employee field, select an employee if you only want to send confirmations to that employee's clients, or leave the field blank to send confirmations to all clients.
   4. Click Load Clients.

   A list of clients that need to receive an appointment confirmation displays in the Clients to Confirm section.

   5. Click SMS Confirmations.

   The SMS Confirmations window displays with a list of clients that require a text message confirmation.

   Note:  If the "There are no appointments available that can be confirmed using SMS" message displays, click OK and send confirmations by email and telephone as necessary.

   6. Click Send SMS Confirmation Message to All Selected.
   7. Click Yes.
   8. Click OK.

   Tip:  Clients can unsubscribe from text message confirmations by replying "CONFSTOP" to a confirmation message.

    

3. Confirm Appointments by Telephone

   1. Select Appointments > Appointment Confirmations.

   The Appointment Confirmations window displays.

   2. Select one of the following options:

   • Use 'Confirm Days in Advance' = Select to display the clients that need to receive a confirmation today.

   • Use Appt Date = Select this option and select a date to display the clients that need to receive a confirmation for their appointment on the selected date.

   3. In the Employee field, select an employee if you only want to send confirmations to that employee's clients, or leave the field blank to send confirmations to all clients.
   4. Click Load Clients.

   A list of clients that need to receive an appointment confirmation displays in the Clients to Confirm section.

   5. In the Clients to Confirm section, select a client that does not have Email or SMS selected next to their name.

   The client's confirmation details and preferences display in the Confirm Via section.

   A note displays under Confirm Via to indicate how many days before an appointment the client wants to receive a confirmation. A selected check box indicates the client wants a confirmation using this method.  The Confirmation Sequence field displays the order in which you should use these methods to contact the client. Example:  In the example, you need to call the client on their home phone (H) first and then try their cell phone (C) if necessary.

   6. Call the client on their preferred contact telephone number.

   Tip:  Use the information in the Appointment Details section as a reference when making the call.

   7. Complete one of the following:

   • If you spoke with the client, select Contacted in the Clients to Confirm section and click Save.

   • If you left a message for the client, select Left Msg in the Clients to Confirm section and click Save.

   • If you were unable to speak with the client or leave a message, attempt to send a confirmation using an alternative method based on the client's confirmation preferences.

   8. Repeat Steps 5-7 until you have contacted every client.

    

related links

Defining Appointment Confirmation Preferences

Defining a Confirmation Email

Defining a Confirmation Text Message

Sending an Appointment Reminder