Understanding Notifications and Reminders
Therasee offers two distinct types of communications related to appointments:
Appointment Notifications
Confirmation notifications: Sent when appointments are initially created
Modification notifications: Sent when appointment details change
Cancellation notifications: Sent when appointments are cancelled
Appointment Reminders
Reminder notifications: Sent before appointments to help clients remember their upcoming sessions (customizable timing)
This distinction is important as reminders specifically serve to prevent no-shows by reminding clients of future appointments, while notifications inform clients about appointment creation or changes.
Setting Practice-Level Defaults
Practice-level settings serve as your default reminder configuration:
Go to Settings in the left sidebar
Select the Practice settings tab
Select the Notifications tab
Find the Appointment reminders section
Configure your preferred default reminder settings
These settings will apply to all appointment reminders unless overridden at the individual appointment level.
Customising Individual Appointment Reminders
When creating or editing an appointment, you can customize reminder settings:
Open the appointment creation panel or edit an existing appointment
Scroll down to the Reminders section(Expand the section to view more settings)
Configure your reminder timing (e.g., 24 hours before)
Select delivery method(s) (Email, SMS, or both)
Click + Add reminder to schedule additional reminders if needed(maximum of 2 reminders are allowed)
Use the Remove button to delete unwanted reminders
Tracking Reminder Status
You can easily track the status of reminders for each appointment:
Open the appointment from your calendar or sessions list
Look for the reminder icons next to the reminder information
Hover over the icons to see detailed status information:
"No reminders set" - No reminders have been configured
"Reminder has not been sent out yet" - Reminder is scheduled but not yet sent
"Reminder was sent on [date] at [time]" - Confirmation of delivery with timestamp
Managing Reminder Recipients
Reminders are automatically sent to:
The client scheduled for the appointment
Any contacts that have been added to the appointment
This ensures that all relevant parties are kept informed about upcoming sessions.
Managing Reminder Delivery Methods
Therasee supports two delivery methods for reminders:
Email reminders: Require a valid email address for the client
SMS reminders: Require a valid mobile number with country code
You can select either or both methods based on client preferences and contact information.
Best Practices
Schedule multiple reminders: Consider setting both a 24-hour and a 1-hour reminder for important appointments
Balance frequency: Too many reminders can feel intrusive to clients
Verify contact details: Ensure client email addresses and phone numbers are correct
Review regularly: Monitor no-show rates and adjust reminder timing if needed
Consider client preferences: Some clients may prefer email over SMS or vice versa
Troubleshooting
Reminders not sending?
Check that client email/phone number is correct
Ensure the appointment status is not "Cancelled"
Check appointment to see delivery status
Need Further Assistance?
If you have questions about appointment reminders or encounter any issues, please contact our support team at [email protected] or visit our help center for more detailed guides.