Appointment Confirmation
After clicking the Save & Send Confirmation button on the Appointments screen the Appointment Confirmation screen will be displayed.
For Appointments with multiple properties add them in the order they will be viewed as SMS or Email confirmations list the properties in the order in which they are added to the appointment.
Email Template - select the Email Template that will be used for the appointment confirmation. The Attendee Templates (SMS/Email) is used for Contacts attending. The Notification Templates (SMS/Email) is used for the other Contacts the appointment relates to such as the Landlord/Vendor or User but are not attending.
SMS Template - select the SMS Template that will be used for the appointment confirmation.
SMS Credits remaining - this is a count of the SMS Credits your system has remaining. A warning message will appear if you do not have sufficient credit to send the confirmation.
Preview Emails/ SMS Text before Sending - select this if you want to view the email screen before the email is sent.
The Add Contact button enables you to add another Contact that can be notified of the appointment.
Send Email / Send SMS - select the Send Email and Send SMS options against the respective Contacts.
Selecting the Preview Emails /SMS Text Before Sending check box will load up the Email or SMS text screen one at a time for each email/SMS Text so you can preview and edit if needed.
A letter can be automatically produced and attached to an Appointment e.g. if you wanted to email a Valuation Form for a Valuation Appointment via the Email Templates , specify the letter to be used in the Produce and Attach letter field.
Optionally a Managing Agent can be included in the Send Appointment Confirmations screen. An option of 'Send Appointment Notifications To Managing Agents' can be set in System Configuration > Appointments. If set to Yes the Managing Agents will be ticked in the Send Confirmations screen.
Appointment Confirmation emails include an attached iCalendar file (.ics) which can be imported into the recipients local Diary such as Outlook or Google calendar.
Resend Appointment Confirmation
A Home Page reminder called Appointments Reminders To Resend is available (on the Appointments tab) which this enables you to resend reminders for today or future dates. A Preview Emails / SMS Texts Before Sending option provides an option to preview before sending.
Filter options are available for:
Start Date / Time
Site/Branch
User Attending /Assigned
Appointment Type
The screen will default to Appointments occurring today but the date filters can be used to select Appointments in the future.
Appointment Confirmations for HMOs
For Properties that are set-up as HMOs Appointment Notifications can be sent to all Tenants in a Property. The Send Appointment Confirmation screen includes occupiers, managing agents and tenants of related HMO properties.