Emailing Appointment Reminders

There are a number of ways to send appointment reminders.

To Send Emails from the Schedule View

In the schedule view, right-click on an appointment.

• Select Send Confirmation.

  OR

• Select Send Reminder.

NOTE: These options are active only when the main module of R.O. Writer is open at the same time.

To Send Reminders When Creating or Updating Appointments

If Scheduler Options in Configuration is set up to prompt you to send reminders, the following message appears when you save new or existing appointments:

When you click Yes, the Appointment Reminder email opens.

• If the customer has an email address on file, the appointment reminder email appears with the customer’s address in the To line.

  
  

• If the customer does not have an address on file, the following prompt appears:

  

  • Click Yes, the appointment reminder email appears with the To line blank.
    

To Send Reminders for Appointments Scheduled Within a Period of Time

To send reminder emails for all appointments due within the specified number of hours - e.g., a day, a week, a weekend - select the timeframe and click the Send Reminders button from the Scheduler toolbar.

A prompt appears showing you how many emails were sent. Click OK.

You can print a report of all the appointment reminders sent in the Reporting module under Other Reports > Appointment Reminders.

When a reminder has been sent for an appointment, it marks it as sent and does not resend if the Send Reminders button is clicked again.

Email Format

The email is formatted based on the email template selected for reminder emails.

The email looks something like this:

The attachment is an Outlook calendar file. The customer is able to select the attachment to add it to their Outlook calendar.