Website Overview and New Company Walkthrough  

How to Configure your Company for the First Time

You will soon learn just how easy and how flexible our Website is to use. To make the process even easier, we have created this Company Walk Through to help you set up your company. This Walk Through will take you through the following steps

  • Customizing your Company
  • Setting up Reminder Types
  • Setting up Reports
  • Adding Customers
  • Adding Appointments
  • Payment Information

Before you dive in, please let us help you!!

If you want to save yourself some time, let us set up your company with you! We will schedule a free quick web conference with you to help you get set up and answer any questions you have. Click here to create a ticket and let us know you want help getting started or email us at support@appointmentreminders.com.

…or if you insist on doing it yourself…
Here is a quick video tutorial on the basics

Before You Begin

Before we get started setting up your company, click on the ‘Company Info’ tab. Select ‘Test Mode‘ and then ‘Save Changes’.
Changing your account to test mode will ensure that no reminders go out until you have everything set up correctly. With test mode, you will still be able to test all of your reminder types, but no reminders will be sent out. *Don’t forget to switch back to ‘Live Mode’ when you are ready to go live.

Step 1 – Customizing Your Company

If you are not logged in to your account, please log in.
Go to the Customization Page: To get to the “Customization” page, ensure that you are logged into your account. Then find either the “MY COMPANY” box in the upper right hand corner or the “Account Navigation” link. Click on either of these to show the page drop-down list. Then click on “Customization”. This takes you to a page where you can add things like Time Zone, Website URL, Branding Colors, and Logo.
Click Here for detailed information about Customization Go ahead and set it up the way you want then click the back button on your browser to return to this posting.

Step 2 – Setting up Reminder Types

Go to the Reminder Types Page: Go to the Reminder Types Page: To get to the “Customization” page, ensure that you are logged into your account. Then find either the “MY COMPANY” box in the upper right hand corner or the “Account Navigation” link. Click on either of these to show the page drop-down list. Then click on “Reminder Types”.
The first thing that you will notice is that there are already Three Reminder Types set up. These are added by default to make your life easier! You can keep these, delete them, or edit them.
We recommend clicking on the edit button (pencil) for each of them and “testing” them to get a better understanding of how they work.
Click Here for detailed information about Reminder Types. Go ahead and set it up the way you want then click the back button on your browser to return to this posting.

Step 3 – Setting up Reports

Go to the Reports Page: To get to the “Reports” page, ensure that you are logged into your account. Then find either the “MY COMPANY” box in the upper right hand corner or the “Account Navigation” link. Click on either of these to show the page drop-down list. Then click on “Reports”.
You will notice that there are already a couple reports set up for you. A daily Reminder Results Report and a Monthly Reminder Summary Report.
The Daily Reminder Results Report will be emailed to you on a nightly basis. This report contains all of the results for the reminders that were sent out that day including responses. This is the Report that gives you the Results of your Reminders!
The Monthly Reminder Summary Report will be emailed to you on a monthly basis and will give you information about the number of Reminders that were sent out that month.
You can keep these reports, edit or delete them as well as add new reports. By default these reports are not active.
Click Here for detailed information about Reports Go ahead and set them up the way you want then click the back button on your browser to return to this posting.

Step 4 – Adding Customers

Customers can be added several ways.

  • They can be manually added through the website interface.
  • They can be uploaded to our site through import files.
  • They can be added on-the-fly through calendars.

It is up to you to decide on the method or methods (you can use all three!) that works best for your company. Here is a brief description of each method and the type of company that would typically use each one:

  • Manually adding Customers through the website interface.
    Customers may be added one at a time through our Website. Simply click on the “Customers” link and add them!
    This method works well for small companies that have a limited number of long-term customers. If you are constantly adding new customers this may not be the best method.
  • They can be uploaded to our site through import files.
    This method works well for small companies that use a supported calendar to schedule appointments. It is also the preferred method for medium or large companies that upload a daily list of appointments since the contact info can be included right in this file (see step 5 – adding appointment info). You can simply export your contact list from Outlook, Google, or just about anything that will generate a .csv file with your customer information.
    Click Here for detailed instructions on exporting a Contact List from Outlook or Google.
    Click Here for detailed instructions on creating your own contact list for upload
  • They can be added on-the-fly through calendars.
    This method works well for small companies that have a high customer turnover rate and use a supported calendar to schedule their appointments.
    Click Here to see how easy it is to add customers on-the-fly through calendars

Step 5 – Adding Appointments

Just like adding Customers, Appointments can also be added several ways.

  • They can be manually added through the website interface.
  • They can be uploaded to our site through import files.
  • They can be added on-the-fly through calendars.

Again, it is up to you to decide on the method or methods (you can use all three!) that works best for your company. Here is a brief description of each method and the type of company that would typically use each one:

  • Manually adding Appointments through the website interface.
    Appointments may be added one at a time through our Website. Simply click on the “Customers” link, then click on the Calendar icon. You can manually add the appointment info and choose the Reminder Type that will be sent.
    This method works well for small companies that do not use a calendar or any other external software for scheduling appointments. In this regard, our website can become your “Scheduling Software”, however we do recommend that you use a Google Calendar as an alternative to this method because Google Calendars are free and they have more calendar features available.
  • They can be uploaded to our site through import files.
    This method is the preferred method for medium or large sized companies that upload a daily list of appointments since the contact info can be included right in this file.
    Click Here for detailed instructions on creating your own list for upload
  • They can be added on-the-fly through calendars.
    This is the method that you would use if you are linking a calendar.
    Click Here for detailed info on scheduling appointments through calendars

Step 6 – Payment Information

You will get a 30 day trial to try out 30 reminders. At any time during the trial, you may enter payment information.  This will turn your trial account into a fully functioning account. You may cancel at any time.
Click Here for information on what type of payment methods we accept as well as payment gateway/security information

Congratulations! You are done setting up your company!

Be sure to visit the help-doc page for lots of other help topics.

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