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Reminder Types – Creating and Editing

Reminder Types Contain the Content of Your Reminders #

You can think of them as “Templates”.

A Reminder Type can be a Call, Text, or Email. You can have as many Reminder Types as you like – there is no limit. You will define the content of your Reminders on the “Reminder Types” page. To get to the “Reminder Types” page, ensure that you are logged into your account. Then from the “Navigation Menu”, select “Reminder Settings” –> “General Reminder Settings” –> “Reminder Types (Templates)”.
Getting To The Reminder Types Screen

The Reminder Types Screen #

The Reminder Types Screen shows you all of your reminder types. When you created your account, we automatically added some reminder types based on the preferences that you chose.

You can add as many Reminder Types as you want! There is no limit and no charge for additional Reminder Types.
You may choose to keep it simple and Just have Three Reminder Types, one for each Outreach Method (Call, Text & Email). Or maybe just Call and Text.
This is a basic set up. However, you may also choose to add additional Reminder Types to tailor your reminder messages even further.
For example if you run a Medical Office, you may have Three Reminder Types to remind people for a Checkup. One for each Outreach Method (so they will be reminded in their preferred Outreach Method (Calls, Texts, or Emails).
In addition, you may choose to set up an additional Three Reminder Types to remind people for Examinations where fasting or other requirements are necessary.

Also, if you are sending multiple reminders for one appointment, you would need to create separate Reminder Types for each outreach.

  • Create a New Reminder Type Button – Takes you to a screen where you can create a new Reminder Type.
  • Rem Type ID: This is the Unique “Reminder Type ID” that you may use in your import files or calendars to trigger a specific Reminder Type.
  • Description: This is the Name that you choose to call your Reminder Type. “Sun Prairie Dental Demo Reminder Call” is a good name because it tells you that its a “Reminder” and a “Call”.
  • Default: You should always have a “Default” Reminder Type. Typically this would be your text message. If you send files or use a calendar and do not specify the Reminder Type ID, we send the default Reminder Type.
  • Text/Email/Call: This is the Outreach Method of the Reminder Type.
  • Delete: Delete this Reminder Type.
  • Settings: Click this link to choose setting such as when to send your reminder and what replies you will expect, and more!
  • Content: Click this button to go to a page where you can edit the content of your Reminder Types.
  • Clone: Use this button to create a copy of a Reminder Type. Then you can edit it and change it.
  • Test: Use this button to send a test reminder to your phone or email.
The Reminder Types Screen

Creating a New Reminder Type #

To create a new Reminder Type, click on the “Create a New Reminder Type” button.

This takes you to a screen where you can create a new Reminder Type.

  • Enter a Description/Name : Enter a good name for your Reminder Type such as “Text 5 Days Prior”.
  • Outreach Type: Select whether this Reminder Type is a Call, Text, or Email.
  • Language: Set the primary language (English or Spanish). If you select Spanish, all dynamic content will be read in Spanish (such as date-time etc…).
  • Set as Default Reminder: Select whether this is your “Default Reminder”.
  • Time Frame Options: Chose the acceptable time frame to send this reminder.
    • Before Appt Date: Select this button if you want to send your reminder BEFORE the appt date (most typical). Then select how many days prior to the appt (From _ Days Prior) and how many days (To_Days Prior). Example – If you set this to “From 2 Days Prior” and “To 1 Days Prior”, and the appointment is on Friday, the reminder would be sent on Wednesday. However, if it’s not scheduled until Thursday, it would be send on Thursday. You can schedule it as many days in advance as you want and we will not send it until 2 days prior to the appointment.
    • On Appt Date: Select this if you want the reminder to be sent ON the appt date. If this is selected, then you can choose how many hours prior to the appointment you want it to go out. Select zero to send it AT the Appt Time.
    • After Appt Date: Select this box if its ok to send AFTER the appt date. This would not be typical but can be used to send follow up texts etc after the appointment. Example, you can send a link to a survey 7 days after the appointment.
  • Caller ID: Select which Caller ID to use. Typically you would use the default. Example – If you have multiple locations, you can create a separate Caller ID for each location so the calls originate from that particular locations office number.
Reminder Type Settings

Content Settings: #

Choose the most appropriate content settings for your reminder. We will automatically create a reminder with these settings. You can customize the content and the settings further after creation.

You can see the reminder text in the preview window below as you change the settings. Don’t worry if this is not exactly what you want. Just find the most appropriate settings and then we can fine tune it in the next step.

Press “Submit” to create your new “Reminder Type”.

Reminder Type Settings 2

Changing the Reminder Type Settings #

To change the Reminder Type settings such as when to send the reminder, or what responses to expect, click on “Settings” from the main Reminder Types screen.

 

Reminder Type Edit Setting

This will pull up the same screen as “Create New Reminder Type” settings, with the addition of the “Expect Responses” area.

  • Expect Responses – Choose whether you are expecting your customers to reply to this reminder.
  • Responses – Choose the responses that you are expecting (up to 3).

Press “Submit” to save the settings.

Edit Reminder Type Settings

Changing the Reminder Type Content #

To change the actual content of your reminder, such as the text message that will be sent, or the voice files used, etc… click on “Content” from the main “Reminder Types” screen.

 

Edit Reminder Type Content

This screen gives you complete control of your reminder type content.

  • Message Area:
    • If the Outreach Method for this Reminder Type is “Call” then you can select from the following:
      • Machine Only: Only play this message if an Answering Machine answers the call.
      • Person Only: Only play this message if a Person Answers the call.
      • Person or Machine: Play this message if a Person or a Machine answers the call.
      • Response to 1: Play this message if the Person presses a “1” on the telephone keypad. *Only applicable if you are expecting a response to this Reminder Type.
      • Response to 2: Play this message if the Person presses a “2” on the telephone keypad. *Only applicable if you are expecting a response to this Reminder Type.
      • Response to 3: Play this message if the Person presses a “3” on the telephone keypad. *Only applicable if you are expecting a response to this Reminder Type.

      If the Outreach Method for this Reminder Type is “Text Message” then you can select from the following:

      • Message Content: Add this message to the Text Message content.
      • Response to 1: Send a Text Message with this message if the person texts back with the First Expected Response (response word is in the reply text). *Only applicable if you are expecting a response to this Reminder Type.
      • Response to 2: Send a Text Message with this message if the person texts back with the Second Expected Response (response word is in the reply text). *Only applicable if you are expecting a response to this Reminder Type.
      • Response to 3: Send a Text Message with this message if the person texts back with the Third Expected Response (response word is in the reply text). *Only applicable if you are expecting a response to this Reminder Type.

      If the Outreach Method for this Reminder Type is “Email” then you can select from the following:

      • Message Content: Add this message to the Email content.
      • Response to 1: Display this message if the person presses the Button 1.
      • Response to 2: Display this message if the person presses the Button 2.
      • Response to 3: Display this message if the person presses the Button 3.
  • Message Type: Some Message Types are only available with certain Outreach Methods (Call, Text or Email):
    • Custom Voicefile: This is a Voicefile that you have either recorded or that you have had our In-House Voice Talent Record for you. *Calls only
    • Dynamic Field: Choose from Appointment Date, Appointment Time, Company Name, Company Phone Number, Customer First & Last Name.
    • Stock Voicefile: You can select from our library of pre-recorded Professional Voicefiles. *Calls Only
    • Text Block: Select from Text Blocks that you have either created or are Stock.
    • Line Break: Adds a line break to your Email Message. *Email only
  • File Selected: After you select the Message Type, you can Select the File from this list.
  • File Text/Content: Displays the Content of the File Selected.

Additional Controls You can use the controls on the left side of the table to do the following:

  • Add a Row Below
  • Delete the Current Row
  • Move rows up or down

You can have a maximum of 20 Rows in your Reminder Type.

Adding or Modifying a Text Block #

To add or edit a text block, you can go to the “Text Blocks” page and add or edit your text blocks, then come back to this page (if you added one) and choose it from the text blocks list.

Adding or Modifying a Voice File #

To add or edit a voice file, you can go to the “Voice Files” page and add or edit your voice files , then come back to this page (if you added one) and choose it from the voice files list.

Edit Reminder Type Content 2

Cloning a Reminder Type #

Instead of creating a Reminder Type from scratch, you may want to just start with one you have already created and then modify it.

In this case, just press the “Clone” button. Then you can rename it and edit it appropriately.

Clone Reminder Type

Testing a Reminder Type #

It is always a good idea to test your Reminder Type to make sure it functions the way you want it to.
Press this button if you want the system to text, call, or email you an example of this reminder type.

Testing A Reminder Type

Enter your phone number or email address to send yourself an example reminder.

Press “Submit” to send.

Testing A Reminder Type 2

One other thing!!! #


We understand that this can be incredibly confusing and if you ever need help setting up your Reminder Types or anything else, we are happy to help you with it. Just click here to contact us!

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