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Spanish : Sending Call Reminders in Spanish

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How to Set Up, Map, and Send Spanish Call Reminders

In this tutorial I will show you how to create and send call reminders in Spanish.

Step 1 - Creating Your Reminder Types #

Before you can schedule or send Spanish Reminders, you will need to create the appropriate Reminder Types.

To set up a Spanish Phone Call Reminder, we will create both an English and Spanish version of the Reminder Type. Note - You do not need to create both if you are ONLY sending reminders in Spanish. #
  1. Navigate to the Reminder Types page from the navigation menu by selecting “Reminder Settings” then “General Reminder Settings” then “Reminder Types (Templates)”
  2. Click on the “Create a New Reminder Type” button.
Navigate to the Reminder Types Page
Let’s set up our Reminder Type
  1. This will be our English Phone Call Reminder so for Description/Name I will put “English Call Reminder”.
  2. For Outreach Type, choose Call.
  3. For Language choose English.
  4. Leave “Set as Default Reminder” unchecked.
  5. In this case, we will send this reminder 2 days prior to the appointment so leave “Before Appointment Date” on and leave 2 days prior to 1 day prior.
  6. Go ahead and leave “Use Default Caller ID” checked.
  7. I’m just going to leave the Content Settings as they are for this demonstration.
  8. Click Submit
Create a New English Call Reminder Type

Now Let’s set up the Spanish version of the Call Reminder Type.

  1. From the Reminder Types Page, click the clone button for the “English Call Reminder”.
Clone the English Call Reminder

Then click on “Settings” for the new cloned Reminder Type.

Change Settings for Cloned English Call Reminder

We only need to change a couple of things on this page to convert the Reminder to Spanish.

  1. First lets change the name of the Reminder Type to reflect that it’s in Spanish.  I’ll change the name to “Spanish Call Reminder”.
  2. Then let’s change the language to Spanish.
  3.  Press Submit.
Change Settings for Cloned Spanish Call Reminder

Our system will automatically translate the date and time to Spanish. It will also automatically translate any English Text Blocks or Stock Voice Files that are part of our Templates.

If you click on the “Content” for the Spanish Reminder, you can see this.

Click Content for the Spanish Reminder Type

Step 2 - Mapping Your English & Spanish Reminders #

Now that we have set up an English and Spanish version of the Call Reminder Type, we will use the English/Spanish mapping table to map them.

Essentially we are just identifying that they are the same message but one is in English and one in Spanish.

  1. Navigate to the Spanish Mapping page from the navigation menu by selecting “Reminder Settings” then “General Reminder Settings” then “Spanish Mapping”.
  2. Select “Add New Record”.
Create New Spanish Mapping
  1. For the “English Reminder Type”, choose “English Call Reminder”.
  2. For the “Spanish Reminder Type”, choose “Spanish Call Reminder”.
  3. Press Save
Set up Your Spanish Mapping

Step 3 - Setting Your Spanish Customers/Patients Preferred Language #

Our system will automatically send the appropriate Reminder (English or Spanish), based on your customers preferred language. There are a couple ways to set their language to Spanish.

Method 1 – Set the language in the Customer’s Page.

  1. Navigate to the Customer’s page from the navigation menu by selecting “My Customers” then “Customers/Patients”.
  2. Either Add a New Customer or Edit and Existing Customer and select the “Spanish” checkbox.

For this Demo, I am creating a new person named Bob Tester with my phone number and setting his primary language to Spanish.

Create a new Test Spanish Person

Method 2 – Set the language in Import Files.

  1. If you are using import files, you can simply add an additional column titled “Language” and put the word “Spanish” in it.
Select Spanish in Import Files

Step 4 - Send Out Your Reminder #

Now that you have both an English and a Spanish Version of the same Reminder Type, we can just schedule the English version and if the person has “Spanish” as their default language, they will receive the Spanish Reminder.

There are many ways to schedule this reminder: Through a linked Google Calendar, Upload files, or scheduling it through the website.

For this tutorial, I will just show you how to schedule it through the website.

I will go to the Customers Page by hovering over the navigation menu and then going to “My Customers, Customers/Patients”. Then I will find the customer I want to send the reminder to (In this case Bob Tester), click on View/Add reminders. 

Select the “English Call Reminder” and then set the appointment date to tomorrow. You can leave the end time as the default and the custom fields blank. Again, we are choosing the “English Call Reminder” because we have the Spanish version mapped and this persons language choice is Spanish. 

Step 5 - Check the Results #

Now I can go to the “Reminders Page” and see the results. I will go to the Reminders Page by hovering over the navigation menu and then going to “Reporting” and “Reminders Page”.

You can see that the reminder was successful and if you look a the “Reminder Type” column, you can see that it sent out the “Spanish Call Reminder”.

Additional Resources #

Additional Resources for “Spanish: Sending Call Reminders in Spanish

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