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Spanish : Sending Email Reminders in Spanish

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

In this tutorial I will show you how to create and send email 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 Email 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 Email Reminder so for Description/Name I will put “English Email Reminder.
  2. For Subject, enter “English Email Reminder Test”
  3. For Outreach Type, choose Email.
  4. For Language choose English.
  5. Leave “Set as Default Reminder” unchecked.
  6. 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.
  7. Go ahead and leave “Use Default Caller ID” checked.
  8. I’m just going to leave the Content Settings as they are for this demonstration.
  9. Click Submit
Create a new English email reminder type

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

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

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

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 Email Reminder”.
  2. I’ll change the Email Subject Line to “Spanish Email Reminder Test”.
  3. Then let’s change the language to Spanish.
  4. Let’s change the text on Button 1 to Spanish as well. In this case “confirmar”.
  5.  Press Submit.

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 on Content for the Spanish Email Reminder Type
View content for Spanish Email Reminder Type

Step 2 - Mapping Your English & Spanish Reminders #

Now that we have set up an English and Spanish version of the Email 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 Email Reminder”.
  2. For the “Spanish Reminder Type”, choose “Spanish Email Reminder”.
  3. Press Save
Set up your Spanish Email 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. Make sure this person has a valid email address as well.

Create or Modify 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 Email 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 Email Reminder” because we have the Spanish version mapped and this persons language choice is Spanish. 

Schedule to English Email Reminder

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 Email Reminder”.

Email Reminder Successful

Additional Resources #

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