Welcome to AppointmentReminders.com! Appointment Reminders for Businesses

Text Reminders

What are Text (SMS) Reminders?

Text Messages or SMS Technology

Text reminders, also known as text message reminders, or SMS reminders, are one of the most efficient ways to remind your customers of their appointments.

The first text message was sent on December 3, 1992. It was sent by Neil Papworth, a software programmer, who transmitted the message from his computer to Richard Jarvis, an executive at Vodafone, on a bulky Orbitel 901 mobile phone. The message simply read “Merry Christmas.” This event marked the beginning of what would become a global phenomenon, fundamentally changing the way people communicate.

To this day it remains one of the most popular, efficient, and preferred methods of communication.

160 Character Limit?

The standard length of a text message (SMS) is up to 160 characters, including spaces and punctuation. This limitation was set due to the constraints of early mobile network protocols and has remained a standard for compatibility and simplicity across mobile networks globally.

However, most modern cell phones and mobile network operators support concatenated SMS, allowing longer messages to be sent in multiple parts but appear as a single message to the recipient. When a message exceeds 160 characters, it is split into multiple segments, each up to 160 characters long, and reassembled upon arrival. 

Most appointment reminder companies (including appointmentreminders.com count each segment separately for billing purposes, depending on the carrier’s policy.

Text Message Statistics

  • Consumer Preferences for Business Texts: Most consumers prefer receiving texts from businesses once every other week, with a significant portion open to texts from 4-6 businesses. The industries leading in SMS contacts are e-commerce/retail and healthcare​​.

  • Global Texting Trends: Nearly six billion people worldwide are expected to send and receive text messages by 2025, highlighting the continued growth of SMS as a key communication channel. Furthermore, 90% of customers prefer text messages over phone calls for communication​​.

  • Texting Engagement: Text messages boast a 98% open rate, and 85% of people check a text within 5 minutes of receiving it. This high engagement rate makes SMS marketing highly attractive for businesses across different industries​​.

  • SMS Marketing Effectiveness: Text message marketing is one of the top mobile marketing tactics, with 53% of marketers currently utilizing mobile messaging. Texting is preferred for various interactions, including scheduling, customer support, and marketing, with an average person sending about 13 SMS messages per day​​.

  • SMS Marketing Statistics: Appointment reminders are considered the most valuable texts received from businesses. Additionally, the average clickthrough rate (CTR) for SMS marketing efforts is reported at 19.3%, significantly higher than other marketing channels​​.

What Are Text Messages

When to use Text Reminders

Best Use Case for Text Reminders

Text reminders are a great choice when you need to reach a large population of people and the message that you are sending is short and easy to understand. 

For example, if you are sending out a reminder for an upcoming appointment, you can use a text message with your company name, the appointment date & time, and several options for the customer to text back (possibly confirm, cancel, etc…). 

It may not necessarily be the best choice when you need to convey large amounts of information, or some key demographic groups. Read about phone call reminders vs text reminders vs email reminders for a more in-depth comparison.

 

Text Reminder

Sending Text Message (SMS) Reminders With AppointmentReminders.com

AppointmentReminders.com Appointment Reminders

AppointmentReminders.com specializes in sending text message appointment reminders! 

When you send text message reminders with us, you can expect all of these features and more!

  • Personalization: Ability to customize messages with client names, appointment details, and other personal information.
  • Scheduling: Options to schedule reminders in advance based on appointment dates and times.
  • Two-Way Messaging: Capability for recipients to reply to messages for confirmations, cancellations, or rescheduling.
  • Extended Text Conversations: Reply back to a reminder to continue the conversation directly through our interface.
  • Multiple Reminders: Options to send multiple reminders (including email and call) for an appointment.
  • Integration: Ability to integrate with Google Calendar and other scheduling software to automate the reminder process.
  • Compliance: Adherence to legal requirements and industry standards for text messaging and privacy.
  • Reporting and Analytics: Tools to track message delivery, responses, and engagement metrics.
  • Customizable Templates: Pre-built and customizable message templates for various types of appointments and industries.
  • Language Options: Support for English & Spanish to accommodate diverse client bases.
  • Group Messages: Capability to send blast reminders to groups & distribution lists useful for events or group appointments.
  • Customizable Frequency: Ability to set how often reminders are sent (e.g., a week before, a day before, an hour before).
  • Opt-Out Management: Automated handling of opt-out requests to ensure compliance with messaging regulations.
  • Mobile Optimization: Ensuring messages are optimized for display on mobile devices.
  • Confirmation Tracking: Ability to track and record responses such as confirmations, cancellations, or requests to reschedule.
  • Automated Follow-ups: Sending follow-up messages post-appointment for feedback or next steps.
  • Data Security: Ensuring that personal information is securely handled and stored.
  • User-Friendly Dashboard: A dashboard for managing appointments, messages, and analytics in one place.
  • Appointment History: Ability to view past appointment reminders and responses for each client.
  • Dynamic Fields: Use of dynamic fields in messages that automatically fill with specific data (like appointment date, time, doctor’s name).
  • Feedback Collection: Integrating a way to collect feedback on services post-appointment through the reminder system.
Cell Phone Screen with Text Appointment Reminder

Roll Failed Texts to Calls Automatically

You can set up your text message reminders to automatically roll to calls if they fail due to a non-mobile number or some other reason. It is also very simple and easy to set up call reminders that play the same information as the text message reminder. Any info or fields that you pass into one reminder type will automatically flow through to the next.

Phone Call Reminders

Customize your Text Message Appointment Reminders

Completely Customize Your Text Reminders!

  • Open Text Fields: Create your own custom blocks of text to add to your text reminders.

  • Dynamic Fields: These are things like appointment date, appointment time, patients name, company name, phone number, and address. Add them to your reminder where and when you need them.

  • Custom Content: Add custom content specific to each reminder.

  • Appointment Windows: For companies that offer windows instead of appointment times.

  • Different Text for Different Appointment Types: you can have several different templates (or reminder types) that you can use to send out reminders. In this way, you can send different messages for different locations, or different appointment types. There is no limit to the number of Reminder Types that you can have.

  • Automatic Scheduling: Our system also allows you to decide when to send your text reminders. You can automatically schedule them to go out a couple days before the appointment (days are configurable).  

  • Multiple Reminders: You can also set up triggers to send multiple reminders  (maybe one a week before and another a day before). Or send different follow-up reminders based on certain responses to the initial reminder.

Easily Find Failed Text Reminders

You will be able to see which phone numbers were able to receive an SMS and which failed.  

This way you can follow up with your customers to update their phone records in the future. 

In addition, you can download the results to a csv file which you can open in excel. 

Sort them by “delivery status” and further streamline your delivery methods.

MMS Vs SMS Video

No Charge for Failed Text Reminders

You will never pay for failed reminders. Failed reminders are common. Especially text reminders. You will often find home phone numbers or non-cell numbers in your customer database.  

In this case, you will not be able to send them an SMS message and must communicate with them another way. 

 Our system makes it very easy to roll them over to a reminder call or a reminder email. You only get charged for the reminders that were sent successfully.  

This way you can set up your account to send a text first to all your customers (regardless of what type of phone numbers you have), and then choose an alternative secondary method.

Allow People to Reply to Your Text Message Reminders

Allow your patients or customers to confirm the appointment by replying back with a digit or keyword! In fact, we allow you to add up to 3 reply digits or keywords to each reminder. 

For example, a typical scenario may be where you would allow your customer to either “confirm”, “cancel”, or “reschedule” the appointment by replying with 1,2, or 3 to the text reminder.

Which keywords you choose is entirely up to you.  You may want them to text back a word such as “confirm” or perhaps “C”. Maybe you do not want to include the ability to reply at all. With our text reminders, you can include whichever replies are necessary for your specific case.

In addition, you can send another text message to your customer automatically after they reply.

Take the following automated conversation as an example:

“Hi Joe, you have an upcoming appointment with Sun Prairie Dental on Saturday, July 5th, at 10:00 AM. Please reply “C” to confirm this appointment.

“C”

“Thank you! Your appointment has been confirmed. We look forward to seeing you!”

This is just an example.  You can text back any message you want after they reply to your reminders.

Opt out of SMS Messages
Payment Reminder Texts

Check Replies to your Text Reminders or Respond in Real-Time

You will be able to see replies to your text reminders immediately in the “Reminders” screen.  You can also go in and text back in real time if you need to. 

Text Messages Screen
Texts Are Read From Bottom To Top (Opposite of a phone) - The last message is always on top

Detailed Reporting on Your Text Reminders

You can also set up reports that will email you the results nightly or download them into a csv file directly from the interface.

This allows you to follow up with any patients or customers who either have questions about the appointment or need to cancel or reschedule. 

appointmentreminders.com sample reminder results screenshot

Send Alerts to Your Phone or Email

You can also add alerts or “Triggers” that can notify you via text or email when someone responds a certain way to your text reminders.

For example, you could set up a trigger so that if someone cancels an appointment, it will notify you immediately via text message. This way you can follow up almost immediately without needing to log in and check the replies.

Alternatively, you can have alerts sent to a shared email box, or a distribution list.  That way, whoever is monitoring the email can follow up almost immediately with your customers!