Overview
Within the Appointments Module, there is an option to send out a mass notification to clients with scheduled appointments. This is designed for cases of staff illness/emergency or when the office must close unexpectedly, and you need to communicate this change to scheduled clients.
Settings Module
- Go to the Settings Module > Setup tab.
- Locate the Appointments section.
- Confirm that there is an email address entered in the field Reply e-mail for client appointment notifications (required).
- If this field is empty:
- Enter a staff email or general agency email that can be used as the sending/reply email for client appointment emails.
- Scroll to the bottom of the page and click Change.
- Log off and log back into Procentive.
Send a Mass Notification to Clients
- Go to Appointments Module.
- Click Send Mass Notification.
- A mass notification window will appear.
NOTE: If you do not see the Send Mass Notification link, this permission will need to be given to you. A Champion at your agency will want to follow these steps: Send Mass Notification Permission.
- A mass notification window will appear.
- Enter a Subject.
- Enter a Message (up to 160 characters, spaces included).
- Choose who should receive the message using the parameters: Location, Staff, Appointment Status and/or Date of appointment.
- Click OK.
- A new window will open containing data that matched your search
- A new window will open containing data that matched your search
- Review the client list to see which clients will receive the message and the method by which they will receive it.
- Click Submit.
- The window will update to let you know the messages have been sent.
NOTE:
- The system will look to the Clients module > Phone tab > Send Appointment reminders to: selection to identify how the notification should be sent to a particular client. The client does not need to be set up to receive appointment notifications to receive a mass notification. But, they do need to have a selection in this field and information listed for the method that is selected (a mobile phone number for Method: SMS, an email address for Method: E-Mail).
- If the client does not have an email or a phone number on file, it will alert you to this with a red NONE. You will need to reach these clients by another means than the mass notification.