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Send a Mass Notification to Clients With Future Appointments (Procentive)


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  • Updated

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

  1. Go to the Settings Module > Setup tab. 
  2. Locate the Appointments section.
  3. Confirm that there is an email address entered in the field Reply e-mail for client appointment notifications (required).

    Appointments.jpg
     
  4. 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

  1. Go to Appointments Module. 
  2. Click Send Mass Notification.

    Appointments_send_mass_notification_link_11-27-2018.png

    • 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.

  3. Enter a Subject.
  4. Enter a Message (up to 160 characters, spaces included).
  5. Choose who should receive the message using the parameters: Location, Staff, Appointment Status and/or Date of appointment.

    Appointments_mass_notification_message_11-27-2018.png
     
  6. Click OK.
    • A new window will open containing data that matched your search

      Report.jpg
       
  7. Review the client list to see which clients will receive the message and the method by which they will receive it. 
  8. 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.

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