In this article
Objective
Ensure your staff members are kept informed of important appointment details by configuring notification settings.
Notifications can be set to remind staff to update completed appointments and to remind staff of upcoming appointments. If your organization is using Lobby, notification format can also be configured to alert staff members when a client has checked in and when a walk-in is added to the queue.
Steps
From the navigation menu, click Settings
From Notifications, click Staff
Select your organization’s preferred general notification format (Email, Text Messaging, or both)
If your organization uses Lobby, select your preferred check-in notification and preferred “Walk In Added” notification formats (Email or Text Messaging)
If your organization uses Coconut Connect, select your preference for the “Call Entry” notification. (These email notifications will be sent to staff when a client is waiting to join a Coconut Connect call if the staff member has not yet joined.)
From Email Content, toggle on the details that will be included in staff notifications
NOTE: If your organization wants to increase the privacy it provides to clients, toggle off Attendee Information within Email Content settings.
Set Completion Reminder Notifications
Completion reminder notifications are emails or text messages sent to staff members to remind them of past appointments that have not yet been set to the Complete status.
These notifications are sent to staff based on the appointment's scheduled end time + the amount of time configured. For example, if configured to email 5 minutes after an appointment, a staff member with an appointment from 2:00-3:00 will receive an email at 3:05 if the appointment is not set to Complete.
Add a completion reminder notification
From Reminder 1, click Edit
If both Email and Text Messaging are general notification options, select which will be used for this reminder
Select the number and unit of time from the dropdowns
NOTE: If the unit of time is days or weeks, select the time of day the reminder notification will be sent
Click Save
For subsequent reminders (Reminder 2 or Reminder 3), select the number and unit of time from the dropdowns
Click Save
Remove a completion reminder notification
From the desired reminder, click Remove
Set Upcoming Appointment Reminder Notifications
Upcoming appointment reminder notifications are emails or text messages sent to staff members that provide details regarding upcoming appointments as well as a link that directs the staff member to that appointment on their dashboard.
Add an upcoming appointment reminder notification
From Reminder 1, click Edit
If both Email and Text Messaging are general notification options, select which will be used for this reminder
Select the number and unit of time from the dropdowns
NOTE: If the unit of time is days or weeks, select the time of day the reminder notification will be sent
Click Save
For subsequent reminders (Reminder 2 or Reminder 3), select the number and unit of time from the dropdowns
Click Save
Remove an upcoming appointment reminder notification
From the desired reminder, click Remove
A note on access and visibility
Admins can configure staff notifications from Settings.