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Setup Appointment Notifications for Staffs

Your team needs to know when a client books, moves or cancels with them, especially for bookings made online or on WhatsApp outside working hours. You can switch on built-in messages for team members and front desk roles, choose which in-app notifications each person gets, or build automation rules with your own WhatsApp templates.

Available withBookingsIncluded in the Complete plan.Plans and modules

Option 1: built-in notifications​

  1. Go to Settings > All Settings, and under Schedule click Notifications.
  2. On the External Notifications tab, tick Email or WhatsApp for:
    • Staff Role Appointment Confirmation and Staff Role Appointment Updates: sent to the team member the appointment is with.
    • Other Role Appointment Confirmation and Other Role Appointment Updates: sent to admin, receptionist and scheduler roles.
  3. Click Update.

The Whautomate Notifications tab controls the web and mobile app notifications you personally receive: Updates when an appointment is scheduled, rescheduled or cancelled, and Reminders 1 day and 15 minutes before. Choose Self for only your own appointments or All Staffs for everyone's.

Notification Settings showing the staff role and other role appointment confirmation and updates cards with Email and WhatsApp checkboxes

Option 2: automation rules​

Untick the matching built-in cards first, or team members get two messages.

  1. Go to Engage > Automations, click Add Rule and then Create rule from scratch.
  2. Choose the trigger Appointment Updates.
  3. Click Add Condition and set Appointment Status equals Booked (or Rescheduled, Cancelled).
  4. Add one of these actions:
    • Notify Associated Staff via WhatsApp: the team member the appointment is with.
    • Notify Client's Primary Staff via WhatsApp: the client's main team member.
    • Notify Staffs via WhatsApp: team members you pick.
  5. Pick the Message Template, for example whauto_appointment_confirmation_practitioner, and fill the parameters. Type # to insert variables such as {{appointment.clientName}}, {{appointment.date}} and {{appointment.time}}.
  6. Click Save.

For a reminder to the team member, add another action with Add wait & Schedule time, for example 1 hour before appointment.

The full list of variables is on Setup Appointment Notifications.

Tips​

  • Team members need a mobile number on their profile to receive WhatsApp messages.
  • Appointments created by bulk import do not send app push notifications to team members.
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