# Setup Bulk Appointment Notifications

## Setup Bulk Appointment Confirmation Notification

The **Bulk Appointment Notification** feature allows you to send a single consolidated notification to clients when multiple appointments are scheduled in bulk. Instead of receiving multiple notifications for each appointment, clients get one summary message, simplifying communication and avoiding notification fatigue.

{% hint style="warning" %}

#### **Important Note**

* **Bulk Notifications Are Only for Bulk Appointment Scheduling**\
  This feature is specifically designed for bulk scheduling scenarios. It will not trigger notifications for individual appointments.
* **For Individual Appointment Notifications**\
  If you need to notify clients about **single appointments** being scheduled, updated, or canceled, use the **Appointment Updates Trigger Automation** instead.

  For details on setting up individual appointment notifications, refer to the guide here: [**Individual Appointment Notification Setup.**](https://help.whautomate.com/product-guides/appointments/setup-appointment-notifications)
  {% endhint %}

1. Go to the **Whautomate** app then click the **Automation** menu and select the **Add Rule** button as shown below picture 👇

<figure><img src="https://810714386-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FF8vuadG7OJ1fFdSBZATv%2Fuploads%2FGy7sIjhJYO7GdpJhIgXY%2Fimage.png?alt=media&#x26;token=ee9345d5-5117-4c31-b2c7-4b9f509f870f" alt=""><figcaption></figcaption></figure>

2. Select the **Create Rules from Scratch** option to continue

<figure><img src="https://810714386-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FF8vuadG7OJ1fFdSBZATv%2Fuploads%2FhAjymqFY5Lx7jcz5dGBm%2Fimage.png?alt=media&#x26;token=c33d48da-e97e-4d84-aa05-6d4aa021b351" alt=""><figcaption></figcaption></figure>

3. Choose the **Bulk Appointments Scheduled** as a **Trigger 👇**

{% hint style="info" %}
This rule gets triggered when appointments are scheduled in bulk for a client.
{% endhint %}

<figure><img src="https://810714386-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FF8vuadG7OJ1fFdSBZATv%2Fuploads%2FcZOqWx3pCvC2O5wVa5KU%2Fimage.png?alt=media&#x26;token=3f189553-0f8e-4abb-83ad-dbfa2f1188e1" alt=""><figcaption></figcaption></figure>

4. **Add Conditions (Optional)**
   * If needed, click **Add Condition** to set specific rules for when notifications should be sent.
   * Examples: Only notify clients of specific appointment types or client tags&#x20;

<figure><img src="https://810714386-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FF8vuadG7OJ1fFdSBZATv%2Fuploads%2FXkf3dHVnFEIFV1Rq2CoJ%2Fimage.png?alt=media&#x26;token=38c87d9a-b856-4216-b60c-4909cb7b8449" alt=""><figcaption></figcaption></figure>

**5. Select an Action**&#x20;

Choose how you want to notify your client about their booked class, such as by **WhatsApp** or **Email.**

For WhatsApp: Eg. I Select a **Send a WhatsApp template message** action and fill in the required details. 👇

<figure><img src="https://810714386-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FF8vuadG7OJ1fFdSBZATv%2Fuploads%2FAhDzbTu7uwPF2fG14aSY%2Fimage.png?alt=media&#x26;token=973bbb0a-59e5-4eec-bbc6-5812064768ba" alt=""><figcaption></figcaption></figure>

**(i) Select a WhatsApp Template Message** Choose the template message you want to use to notify your client of their **appointment booking confirmation**.

**(ii)** For example: I have selected the **multi\_appointment\_confirmation(en)** template.

I used the custom message template which was already created and approved by Meta. So first you need to create a new **WhatsApp Message Template**, you can select the **Create New Template** link. This will take us to the template page where we can submit our new template for custom notifications.

{% hint style="info" %}
However, please note that any custom notification settings will be discarded, and we will need to set them up again after our new template is approved.
{% endhint %}

Check this below link on how to create WhatsApp message templates 👇

[**WhatsApp Message Templates**](https://help.whautomate.com/product-guides/integrations/whatsapp-cloud-api/whatsapp-message-templates)

<figure><img src="https://810714386-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FF8vuadG7OJ1fFdSBZATv%2Fuploads%2FbxrUtJ7iEu9KUvPyt6ze%2Fimage.png?alt=media&#x26;token=9ac9cbb2-8c02-4f08-8cf1-08d2a8129ecd" alt=""><figcaption></figcaption></figure>

**(iii)** When you enter **(#)** in the Parameter field, a list will pop up. You can choose from the options provided to fill out the parameter details. 👇

**Eg**: #bulkAppointment.clientName = {{bulkAppointment.clientName}}, #bulkAppointment.service = {{bulkAppointment.service}}, etc.

**Available Personalisation Variables:**

**Bulk Appointment Variables**

{{bulkAppointment.clientName}}, {{bulkAppointment.service}}, {{bulkAppointment.practitioner}}, {{bulkAppointment.practitionerRole}}, {{bulkAppointment.location}}, {{bulkAppointment.addons}}, {{bulkAppointment.businessTzSchedule}}, {{bulkAppointment.appointmentTzSchedule}}, {{bulkAppointment.timezone}}, {{bulkAppointment.businessTimezone}}

**Client Variables**

{{client.name}}, {{client.preferredName}}, {{client.age}}, {{client.gender}}, {{client.email}}, {{client.phone}}, {{client.calendarSyncURL}}, {{client.photoURL}}, {{client.address}}, {{client.emergencyRelationType}}, {{client.emergencyContactName}}, {{client.emergencyContactPhone}}

**Business Variables**

{{business.name}}, {{business.address}}, {{business.phone}}, {{business.mapDirectionUrl}}, {{business.operatingHours}},

<figure><img src="https://810714386-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FF8vuadG7OJ1fFdSBZATv%2Fuploads%2FqRkxc1PGnKfo1wHFigtP%2Fimage.png?alt=media&#x26;token=9672b690-9e19-4695-89ac-dded4334c927" alt=""><figcaption></figcaption></figure>

6. Once the action is set, Click the **Save** button

<figure><img src="https://810714386-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FF8vuadG7OJ1fFdSBZATv%2Fuploads%2FRIUhhUAzAaHJWWOhaJL1%2Fimage.png?alt=media&#x26;token=57cdc870-c716-4deb-bd83-3ea465f6e0fe" alt=""><figcaption></figcaption></figure>

7. **Test the Notification**

* Schedule multiple appointments in bulk to test if the summary notification is triggered as expected.

<figure><img src="https://810714386-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FF8vuadG7OJ1fFdSBZATv%2Fuploads%2FDRgPoikFdOgbmrUVM9gE%2Fimage.png?alt=media&#x26;token=6e332125-2d05-4bdb-9e84-747c41860f31" alt=""><figcaption></figcaption></figure>