Limit no-shows and last-minute cancellations by sending text and email reminders for every appointment in your calendar — all automatically.
Limit no-shows and last-minute cancellations by sending text and email reminders for every appointment in your calendar — all automatically.
This system is automatically triggered each time you add a service appointment event to your Ontraport calendar. It comes with a service appointment template that you can use to communicate the event details and automate notifications to your booked client.
When clients contact you requesting an appointment and you book their service appointment in the calendar, the system kicks off. Your client will receive an automated confirmation email which includes the templated event details as well as their specific appointment date and time. From that email, they can cancel or reschedule their appointment if needed. You’ll also be assigned a task to complete the service for that client.
There are other automated emails to take care of your appointment management. When people cancel or reschedule, they’ll receive an email confirming that change. If people cancel their appointment and don’t immediately reschedule, they’ll receive a cancellation follow-up email reminding them to rebook. There is also a declined card notification that they’ll receive if their payment doesn’t process properly, reminding them to go back and try again.
Those who have opted in to receive SMS messages from you will also receive SMS notifications confirming their appointment or rescheduled appointment, as well as confirming their payment.
On the day of each booked service appointment, you’ll receive a task notification email reminding you of the appointment details and your client’s contact information. Once you’ve completed the appointment and mark the task “Complete,” you’ll be prompted with a form to fill out to record the billable hours. This tracks your billable hours in a field, making it easy for you to send accurate invoices.
After that form is submitted, you (or whoever you assign as the task owner) will receive an emailed task notification to charge this customer for your service. The billable hours for that appointment will be displayed in that email, with instructions for what to do. Specifically, the email reminds the task assignee to manually adjust the cost of the service based on the number of billable hours. Then, they’ll charge the card saved in the customer’s contact record.
Step 1: Click here to go to your service appointment system.
Step 2: Change the public name of your product from “Service” to the specific service you provide.
Step 3: Click on Service Appointment in the EVENT TEMPLATES section to add details about your event.
Step 4: Assign the task owners to follow up on a declined card, carry out the service appointment, and charge customers after their appointment. If you are the one completing all three of these tasks, skip this step. In the TASKS (CONTACTS) section:
You’re ready to start taking appointments!
Step 1: Go to your Ontraport Calendar here.
Step 2: To add your client’s appointment, click + New and select the CHOOSE AN EVENT tab.
This kicks off the automated appointment reminders and follow-up. Repeat these steps for each new appointment you want to book.
Repeat these steps after each service appointment.
Step 1: In your Tasks collection here, click on the task associated with the appointment that you completed.
Step 2 (for whoever takes care of billing): Go to the client’s contact record in Detail View.
