How to Manage Client Notifications in the Appointment Booking Menu

In this article, we'll walk you through how to manage client notifications when booking an appointment.

Step 1: Access the Appointment Booking Menu

Log into your Pabau account and navigate to the "Calendar" in the left sidebar menu. Once you are in the calendar, click on an empty slot to book an appointment. This will open the appointment booking menu.

Step 2: Select the Client

In the "Select client" field, choose an existing client by typing their name. If you're booking an appointment for a new client, click on "Add new client" and create the client profile by following the steps provided here.

Step 3: Choose the Service

After selecting the client, move to the "Details" section and select the service you want to book. If applicable, you can change the room in which the service will take place or adjust any required equipment for the service.

To add more services to the appointment, click on "Add another service" and repeat the selection process. If you want the appointment to be repeated on different days, click on "Repeat appointment."

Step 4: Add Notes

In the "Notes" section, you can add any relevant information related to the appointment. This step is optional, but useful if you need to include specific details.

Step 5: Manage Client Notifications

In the "Notifications" section, you will find several tiles representing different client notification options.

Confirmation

The "Confirmation" tile indicates whether a standard confirmation will be sent to the client. If both the email and the SMS icons are blue, a confirmation will be sent through both channels. If one or both icons are greyed out, no confirmation will be sent via that method. These settings are automatically pulled from your Client Notification settings.

Reminder

The "Reminder" tile shows whether a reminder will be sent to the client. If both icons are blue, the client will receive reminders via email and SMS. If one or both icons are grey, reminders won’t be sent through that channel. These reminder settings are also pulled from your Client Notification settings.

Medical History

The "Medical History" tile indicates whether a medical history questionnaire will be sent to the client. The form sent will be the one marked as the default in your account.

If the tile is greyed out with an error icon, you’ll need to set up a questionnaire and mark it as default.

Forms

The "Forms" tile will show any additional forms linked to the service you are booking. By hovering over this tile, you can see which forms will be requested from the client before the appointment.

If the tile is greyed out with an error icon and you want to request additional forms from the client, you can set this up by following the steps in this guide.

Precares

The "Precares" tile will display any pre-care templates associated with the services you are booking, as set up in the service settings under "Client Pathway."

If the tile is greyed out with an error icon and you'd like to send precare instructions to clients, you can set this up by following the steps in this guide.

Feedback

Finally, the "Feedback" tile shows if a feedback request will be sent to the client. As with other notifications, if both the email and SMS icons are blue, the request will be sent through both channels. If one or both icons are grey, no feedback will be requested through that channel. These settings also pull from your Client Notification settings.

If you see an error icon and you want to send feedback requests to clients, ensure that the feedback request client notification is enabled by following the steps outlined here.

Step 6: Complete the Booking

Once you're happy with the setup, click "Book appointment" to confirm. All the notifications you selected will be automatically sent to the client, ensuring they stay informed.