If you have connected your calendar to Vectera and created an appointment type, your clients will be able to book appointments with you. However, sometimes they forget about the appointment, so a reminder can be important. This is how you add a reminder to your appointment type.

Personal appointment types

Add a reminder to a personal appointment type

To add a reminder to your appointment type, you will have to follow these steps:

  1. Go to Scheduling or click on this link https://www.vectera.com/scheduling/
  2. Create a new appointment type or edit an existing appointment type
  3. Make sure all the information in the 'General settings' is correct and go to 'Location and availability'.
  4. In between the buffer selection and the availability you will see reminder options for a calendar reminder and an email reminder. Fill in the number of minutes when the reminder must be sent before the meeting starts. (eg. 60 minutes)
  5. Hit save or click on email templates

Change the email reminder template of a personal appointment type

In 'Email templates' you can change the template for the confirmation mail and the email reminder. The confirmation mail is the email that your client will receive shortly after they booked the appointment. While the email reminder is an email that your client will receive shortly before the meeting.

  1. Open the template that you want to edit
  2. Change the 'Subject' and 'Text' according to your wishes
  3. Make sure the information in Subject and Text is according to the requirements, click on show help to see those.
  4. Hit save or edit other settings of the appointment type

Team appointment types

Add a reminder to a team appointment type

To add a reminder to a team appointment type, you will need to be an admin of the team. If you are a team admin, you can follow these steps to add an email reminder:

  1. Go to Scheduling or click on this link https://www.vectera.com/scheduling/
  2. Create a new team appointment type or edit an existing appointment type
  3. Make sure all the information in the 'General settings' is correct and go to 'Hosts'
  4. Select a team member to open the settings of that person
  5. In between the buffer section and the availability, you will see reminder options for a calendar reminder and an email reminder. Fill in the number of minutes when the reminder must be sent before the meeting starts. (eg. 60 minutes)
  6. Do the same for other team members or copy the settings of the first team member and click on confirm
  7. Hit save

Change the email reminder template of a team appointment type

Changing the email templates from a team appointment type can be done on host level. The confirmation mail is the email that your client will receive shortly after they booked the appointment. While the email reminder is an email that your client will receive shortly before the meeting.

  1. Go to Scheduling or click on this link https://www.vectera.com/scheduling/
  2. Edit an existing appointment type
  3. Go to 'Hosts' and select a team member to open the settings of that person
  4. Scroll down until you see 'Edit your e-mail templates' and open the template that you want to edit
  5. Change the 'Subject' and 'Text' according to your wishes
  6. Make sure the information in Subject and Text is according to the requirements, click on show help to see those.
  7. Do the same for other team members or copy the settings of the first team member and click on confirm
  8. Hit save

More information on scheduling and booking pages can be found in this help section.

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