Kalix allows for automatic appointment confirmation and/or cancellation via SMS (text message) .
The status of the scheduled appointment is automatically updated based on the client's response.
Appointments can be confirmed if the client has responds with Y or YES to the SMS (the appointment slot will change color to a lavender purple with white writing).
Appointments can be cancelled if the client has responds with N or NO (the appointment slot will change orange with white writing).
All responses can be viewed under the Messages section of the client's file.
Tips:
Modify your Appointment SMS reminder message to direct clients to reply to reminders using Yes or Y and No or N, as shown below.
Make sure you are happy with your message. Test your SMS appointment reminders using the SMS preview function. A test message will be sent to your entered cell phone number.
Clients can reply to the reminder at any time, and the appointment status will be automatically updated. The price of response is free to the client, the cost will be deducted from your Messaging Credit.
Tips:
The appointment status will change as long as the client includes “Y” or “Yes” or "N" or " No" (not case-sensitive) within message. Clients can include additional text within the SMS if wanted.
Encourage clients to call to cancel appointments by including your phone number in the message. If they speak to you directly they are more likely to reschedule rather than cancel altogether.
Resend Failed Message
If an appointment reminder fails to send, you will receive an email notification. You will also see an error icon the the actual appointment slot.
To resend, click on Resend Appointment Reminder button on the Messaging Section of the Appointment Details page for the related appointment.
Tips:
Before retrying the message, check to see the client’s phone number is entered correctly against their Details Page.
Response Notification
When a client has responded, the notification icon will appear on the menu bar (to the right of the Kalix logo) as shown below. Click on the icon to view the message. You will also receive an email notification.
Tips
To check a reminder has been sent for a particular appointment, simply look at the appointment block. An envelope icon is shown on the top left of the block if a reminder was sent.
The record of all messages sent to and from your account can be viewed under the Messaging section, subsection History. Other information including message status and cost can also be viewed here.
The record of all messages sent to a particular client can also be viewed against the messaging section of the client's file.