- Scheduling Reminders From a Linked Google Calendar
- Method #1: Sending Appointment Reminders to Customers who are already in your Customer List
- Method #2: Using “Calendar Tags” in the event title or event description
- Example #1 : The minimal amount of info we need!
- Example #2 : Sending a “Text Message” reminder
- Example #3 : Sending a “Phone Call” reminder
- Example #4 : Sending a “Email” reminder
- Example #5 : Tell the system which “Reminder Type” to send out with “RemID=”
- Example #6 : Passing in Custom Fields.
- Custom Fields are parameters that can be passed in specific to a reminder such as a balance due or a room number.
Schedule appointments through your Linked Google Calendars Have reminders go out automatically. You can also click on the link below for a Video Tutorial on the subject.
Scheduling Reminders From a Linked Google Calendar #
Once you have added at least one linked google calendar through the website, you may immediately start using it to send your appointment reminder calls, texts, or emails.
You may use your linked Google Calendars to Create Appointments with a Reminder and Add Customers. *You may also do this through the website or through import files.
If you have an established customer base that does not change too often you can upload your Contact List to our site and then use your linked Google Calendars to schedule appointments with a reminder.
If you have lot’s of new customers all the time then you should probably get use to adding customers on-the-fly with “Calendar Tags” as you schedule Appointments through your Google Calendar.
You can also use a combination of both methods.
Method #1: Sending Appointment Reminders to Customers who are already in your Customer List #
To determine who to send appointment reminders to, we look at the Event Title and the Event Description. If you have uploaded your contact list to our site, or manually added customers through the web portal, then we are able to send reminders based solely on whether we find a First and Last name that matches a customer in your contact list.
In the example below, since the Customer “Mark Twain” already exists in the contact list, the only thing we need to do in order to send a reminder is to make sure that we add the name “Mark Twain” in the event title (or description) which we have done.
To use this method check the box that says “Match Name: Look for the First and Last Name of your customer in the appt title” when you link your Google Calendar.
Method #2: Using “Calendar Tags” in the event title or event description #
A “Calendar Tag” is simply some keywords that are added between the triangular brackets “<” and “>” and must exist in your calendars event title or description. You can have other text in the title or description as well. We only read the text between the brackets.
Example #1 : The minimal amount of info we need! #
<Mark Johnson 3031234567>
At a minimum, we need First Name+Last Name+Phone Number. It will add a customer named Mark Johnson into your customer list, set his Primary Phone Number as 3031234567, and send him a your default reminder (set up in the “Reminder Types” page).
Example #2 : Sending a “Text Message” reminder #
If it finds the following in the Event Description
<Text Mark Johnson 3031234567>
It will add a customer named Mark Johnson into your customer list, set his Primary Phone Number as 3031234567, and send him a Text reminder. Important! If you use this method you can only have 1 text reminder type set up in the “Reminder Types” page. Otherwise, the system will not know which text message to send out.
Example #3 : Sending a “Phone Call” reminder #
If it finds the following in the Event Description
<Call Mark Johnson 3031234567>
It will add a customer named Mark Johnson into your customer list, set his Primary Phone Number as 3031234567, and send him a Call reminder. Important! If you use this method you can only have 1 call reminder type set up in the “Reminder Types” page. Otherwise, the system will not know which call to send out.
Example #4 : Sending a “Email” reminder #
If it finds the following in the Event Description
<Email Mark Johnson 3031234567 markjohnson@yahoo.com>
It will add a customer named Mark Johnson into your customer list, set his Primary Phone Number as 3031234567, set his email address to markjohnson@yahoo.com and send him an Email reminder. Important! If you use this method you can only have 1 email reminder type set up in the “Reminder Types” page. Otherwise, the system will not know which email to send out.
Example #5 : Tell the system which “Reminder Type” to send out with “RemID=” #
If it finds the following in the Event Description
<Mark Johnson 3031234567 RemID=17>
It will add a customer named Mark Johnson into your customer list, set his Primary Phone Number as 3031234567 and send him an reminder where the reminder type id is 17. You can locate the Reminder Type ID on the “Reminder Types” page. You can also use the “Reminder Description” in place of the Reminder Type ID. This would read something like <Mark Johnson 3031234567 RemID=”My Reminder Type”>. Please note the quotes around “My Reminder Type”.
Example #6 : Passing in Custom Fields. #
Custom Fields are parameters that can be passed in specific to a reminder such as a balance due or a room number. #
CustomField1= If it finds this TAG it will send whatever you have here (must be in double quotes e.g. CustomField1=”Your balance is $20″)
CustomField2= If it finds this TAG it will send whatever you have here (must be in double quotes e.g. CustomField2=”Your balance is $20″)
CustomField3= If it finds this TAG it will send whatever you have here (must be in double quotes e.g. CustomField3=”Your balance is $20″)
YOU MUST HAVE CUSTOM FIELDS IN YOUR REMINDER TYPE IN ORDER TO USE THEM
Example 2 Below shows how to schedule an appointment through a Linked Google Calendar and add a TAG to allow the customer to be added.
To use this method check the box that says “Read TAGs: Read what is inside the <> brackets in the appt title or description” when you link your Google Calendar.
Combining Title and Tags
If you already have a customer in your contacts that matches a name in the title or description of your linked calendars event and you want to specify the reminder type (instead of using their default type) then you may add their name to the title of the event and specify the reminder type in a tag like <RemId=17>.
