Colib streamlines communication with your clients by automatically scheduling confirmation emails, reminders, follow ups and recalls based on your preferences. Here's how the system works:
1. Appointment Confirmations
Confirmation messages ensure clients are promptly informed after booking an appointment.
A. Online Booking Process (Client booking)
- A confirmation email and/or SMS is sent immediately after the client books through the online system.
B. Scheduler Bookings (Practitioner booking)
- A confirmation email and/or SMS is sent when an appointment is created via the scheduler, provided the "Send initial notification via SMS and/or email" option is enabled in the appointment modal.
2. Appointment Reminders
Reduce no-shows with up to two reminders per appointment, keeping clients informed as their appointment approaches.
IMPORTANT : You can customize reminders and define their timing via the Appointment Settings for each type of appointment. Notifications can be sent via email and/or SMS.
A. Online Booking Process (Client booking)
- Reminders are automatically scheduled if the relevant setting is enabled. Update settings here: Scheduler Settings.
B. Scheduler Bookings (Practitioner booking)
- Reminders (via email and/or SMS) are scheduled automatically if the "Send confirmation reminder(s) (prior to appointment)" option is enabled in the appointment modal.
3. Recalls
Recalls re-engage clients who haven’t booked in a while:
- Send email and/or SMS recalls to clients who haven’t booked after a specified number of days (eligible clients must have booked at least once).
- Set up multiple recall notifications via the Recall Settings.
4. Follow Ups
Follow-up emails can be enabled in your Appointment Settings.
You can customize the email content and specify the delay (in hours) between the end of the appointment and the follow-up email for each type of appointment.
Important Considerations
Updates to Appointments:
- Changes to appointment details (e.g., date or type) trigger reassessment of all associated notifications.
- For changes made via the scheduler, the system will prompt you to confirm whether notifications should be sent regarding the update.
Appointment Cancellations:
- All reminders are canceled when an appointment is canceled, and a cancellation notification is sent to the clients if the appointment is in the future.
Communication Preferences:
- Clients receive notifications via email and/or SMS based on their profile information (email and/or phone number provided or not) and preferences (e.g., opting out of SMS).
Viewing Client Communications:
- Review all sent notifications, including email and SMS delivery statuses, in the client’s profile. For details, see: How to View Client Communications.
Default Notification Settings for the appointments on the scheduler:
- The default values for "Send confirmation reminder(s) (prior to appointment)" and "Send initial notification via SMS and/or email" can be adjusted via the "Notifications Options Selected by Default" section in the settings page. https://www.colib.io/Settings?show=scheduler
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