📝 Overview

This guide covers everything about reminders in DaySmart Cloud: setting up email & text reminders, customizing templates, tracking confirmations, and managing client email responses. Adding the Messaging Service to your account enables you to send all types of appointment correspondence to your clients by both e-mail and text message.

🧠 Before You Start

Before setting up or sending text messages, review these important details to ensure accuracy, compliance, and efficiency. Following these best practices helps prevent overages, message duplication, and client confusion.

Click the arrow to learn more

Please review our Messaging Best Practices to prevent any unintended overages and successful delivery to clients.
Before sending, preview your message and confirm your character count using the Twilio SMS Counter to ensure compliance with text message guidelines.
Be thoughtful about which notifications you enable as they will count toward your monthly allotment:
- Appointment changed reminders send each time a ticket is updated.
- Appointment scheduled reminders send immediately after booking.
- Appointment reminders can be configured to send multiple times (such as one day or one week in advance).

⚙️ Setting Up E-mail & Text Reminders

These instructions explain how to set up email and text reminders in the software. You’ll learn how to configure company information, enable appointment confirmations and cancellations, and customize notification types so clients can confirm or cancel by replying to messages.

⛔ Disclaimer:

The following feature goes through a verification process through our partners at Twilio. Until this process is completed and customers opt-in for text messages, you will not be able to send text reminders.

A valid website is required as part of that verification process. If you do not have a website please utilize our free online booking website to fill that requirement. Social media links will result in the verification being rejected.

For any questions, feel free to chat with our support team or email us at [email protected].

🖥️ Website

Click the arrow to learn how to set up e-mails and text reminders on the website

From the cloud software, click More then click Settings.
Select E-mail & Texting then click Reminders And Notifications.
Click the Get Started button.
Enter company information. All fields including a valid website must be completed for reminders to send properly. Social media links are not accepted for messaging verification, if you do not have a website please utilize our free online booking website.
- The Business Email will appear as the sender on your clients’ emails.
- The Primary Email will receive all email replies from clients.
Click Save Company Info when finished.
After saving the information you will be redirected to the Company Contact Information page. Select Reminders and Notifications on the left side bar to review the available reminder types.
Here you can toggle Confirmations on if you would like clients to be able to confirm their appointment via text.
- The message will include “reply C to confirm,” and client replies will mark appointments confirmed in the Appointment Book.
- These messages contribute to your total character count.
Here you can toggle Cancellations on if you would like clients to cancel via text.
- The message will include “reply X to cancel.”
- These messages contribute to your total character count.
- (Optional) Enable staff notifications so your team is alerted when clients cancel.
Repeat for any other notification types you would like to be sent to clients and employees. Be thoughtful about which notifications you enable as they will count toward your total monthly allotment.
- If Appointment Changed reminder are on, the client will receive a text each time the a ticket is updated.
- Appointment Scheduled messages will send immediately, however reminders do not and will be queued up and sent in batches.
- It's recommended to turn on the notifications for employees when an appointment is cancelled as that will allow them to be notified if a client responds with X to cancel.

📱 Mobile App

Click the arrow to learn how to set up e-mails and text reminders on the mobile app

From the appointment book click More.
Select Settings.
Select Business Messaging.
Click Turn on Automatic Notifications.
Enter company information. All fields including a valid website must be completed in order to comply with messaging verification requirements. Social media links are not accepted for messaging verification, if you do not have a website please utilize our free online booking website.
Tap the box to agree to the terms and conditions and then click Save.
From the business messaging page select Text/E-mail Settings.
Here you can do the following:
- Determine which delivery methods you would like to use:
  - Toggle Send E-mail Reminder on or off.
  - Toggle Sent Text Msg Reminders on or off.
- Accept Confirmations by Text: Toggle on if you would like clients to be able to confirm their appointment via text.
  - Note: The message will include “reply C to confirm,” and client replies will mark appointments confirmed in the Appointment Book.
- Days in Advance: Reminders can be sent to clients up to seven days in advance.
  - Determine how long prior to appointments you would like the reminder to be sent.
- New Appointment Scheduled: Notifications can be sent to clients and staff when a new appointment is scheduled.
  - Determine the delivery method and recipients you would to receive a message when a new appointment is scheduled.
- Appointment Changed: Notifications can be sent to clients and staff when an appointment is modified.
  - Determine the delivery method and recipients you would to receive a message each time an appointment is modified. This will prompt a message to send for minor changes as well, such as adjusting the employee or service duration.
- Appointment Canceled: Cancellation notifications will be sent to clients and staff based on the options selected here.
  - Determine the delivery method and recipients you would to receive a message if an appointment is cancelled.
To customize the messages that are sent to clients and employees you will need to log into the software via the website and follow the steps outlined in the Editing Appointment Notification Templates section below.

✍️ Editing Appointment Notification Templates

These instructions show you how to edit and customize appointment notification templates in the software. You’ll learn how to access the template settings, update email and text content, adjust formatting, add placeholders, and confirm that your company information displays correctly.

⚠️ Please Note:

Appointment reminders and notifications can’t be edited from the mobile app. Follow the instructions below to update these messages from the Cloud website.

🖥️ Website

Click the arrow to learn how to customize reminder templates on the website

From the Cloud website, click More and select Settings.
On the left side select E-mail & Texting then click Reminders & Notifications.
Find the message type (Email / Text) you want to update.
Click the edit (✏️) icon next to the template.
In email templates, adjust font size, color, justification, or add images as needed.
Update the Subject line (this is what appears in the client’s inbox).
Use placeholders from the dropdown to insert dynamic details like client name or business phone.
- Placeholders do not need to be filled in, they will be automatically filled with the information in the Company Contact Information.
- The Company Name and Company Phone.
When you are finished making changes, click Save Message.
Click the preview icon to see how your template will look.

✅ Checking Appointment Confirmations

These instructions show how to check whether a client has confirmed their appointment, both on the website and mobile app. They explain how to locate the appointment, identify confirmation status using the bell icon, and verify confirmation details within the appointment record.

🖥️ Website

Click the arrow to learn how to tell if a client has confirmed on the website

Navigate to the Appointment Book.
Locate the appointment you’re interested in.
Look for the Bell icon in the top right of the appointment:
- If there is an exclamation mark in the bell, the client has replied via text confirming the appointment.
If there is not a bell icon, the reminder has not yet sent to the client. Unlike the appointment scheduled message, the primary reminder message does not send immediately. Those messages will be queued in regular intervals and sent in batches, generally this is on an hourly basis.
If the bell icon is shown without a marking inside, the reminder has been sent but the client has not yet confirmed their appointment.
To view the confirmation type, click the appointment then select Appt Details. Then check the Confirmation Type field; it should indicate Text Message if confirmation came that way.

📱 Mobile App

Click the arrow to learn how to tell if a client has confirmed on the mobile app

Locate the appointment.
Look for the Bell icon in the top right of the appointment:
- If there is an check mark in the bell, the client has replied via text confirming the appointment.
- If there is no bell the client has not yet confirmed their appointment.
You can also check the confirmation type by clicking into the appointment then selecting the pencil icon. By scrolling down you can see the Confirmed By under the notes section.

❓FAQs

Find answers to common questions or additional details that may not be covered in the main instructions.

Click the arrow to view frequently asked questions