Appointment Reminder Notifications
Boulevard offers the following appointment reminders that can be sent to a client via email and/or text, based on your setup and preferences:
Basic (2-day) appointment reminder (email and/or text)
Same-day appointment reminder (text only)
Manage appointment reminder notifications in Manage>Client Notifications>Appointments. Learn more about all available Client notifications.
2-Day Appointment Reminder Email
By default, Boulevard will send an appointment reminder email around 9am PDT, two days prior to a client's scheduled appointment.
This email has the same details as the booking confirmation email but with a link to confirm the appointment.
To manage the 2-day appointment reminder email:
Go to Client Notifications>Appointments
Select "2 days before appointment" email notification
Choose when you'd like it to be sent (can select 1-5 days before appointment).
Manage the additional Client Instructions you'd like to include in the reminder email. These instructions will also appear in the booking confirmation email and in the client's appointment details page.
Go to Client Notifications>Client Instructions
Edit your client instructions, and hit Save to apply.
2-Day Appointment Reminder Text
The default (non-customized) 2-day reminder text is included on all plans, and is available without a dedicated phone number.
The reminder will be sent from your dedicated phone number if you have one, so client replies will show in Messages. Without a dedicated phone number, it'll be sent from a one-way line but client replies will be sent to your email and confirmations will be recorded.
You can choose when this reminder sent as part of the standard included reminder text. Any additional customizations require a dedicated phone number and usage rates apply.
To manage the standard 2-day appointment reminder text:
Navigate to Manage Location>Client Notifications
Click the "2 days before appointment" text notification
Toggle on "Text message"
Choose when you'd like the reminder to be sent using the "When to send" dropdown. By default, if a client has not responded to the reminder email, around 2 p.m. (PST) on that same day, unconfirmed clients will receive the reminder text.
Customizing 2-day appointment reminder text:
If you wish to customize this default 2-day reminder in the following ways, a dedicated phone number is required, and text usage rates apply:
Send to confirmed clients
Include manage appointment link
Include cancellation policy
Include forms link
Add "additional text" (up to 480 characters)
As you're customizing the reminder, the live preview below will update to reflect your changes.
Same-day Appointment Reminder Text
If you'd like clients to receive a reminder text on the day of their appointment, turn on "Same day as appointment" reminder in Client Notifications>Appointments. Same-day reminders require a dedicated phone number to turn on, and usage rates apply.
To turn on same-day reminder texts:
Navigate to Manage Location>Client Notifications
Click the "Same day as appointment" reminder
Choose when you'd like it to be sent using the "When to send" dropdown
Add any customizations, and hit Save.
Learn more in the same-day reminder FAQ.
NOTE: Please know that clients must have an email address and mobile number on their Client Profile to receive emails and text messages.
Customizing Appointment Reminder Texts
The following customization options for 2-day reminder and same-day reminders are available, and require a dedicated phone number. Usage rates apply for customized reminders. Note any additional customizations may result in an increased segment count for each respective reminder notification.
To include additional customization in reminder texts:
Navigate to Manage Location>Client Notifications>Appointments
Click on the reminder text you wish to customize
Enable one or more of the customization options listed below
Send to confirmed clients (in addition to unconfirmed) | Available on 2-day reminder only. Same-day reminders will send to both confirmed and unconfirmed clients. |
Include link to manage appointment | This will add a link to the client portal, where clients can go to manage their appointment. |
Include cancellation policy | The cancellation policy verbiage in the notification text itself cannot be modified and pulls from the location's cancellation policy settings for the cancellation window and cancellation fee percentage or dollar amount. Edits to your cancellation policy can be made in your business settings.
Inclusion of cancellation policy will add, on average, 153 characters to the notification text - likely resulting in a one (1) segment increase.
Default verbiage is as follows (red text is replaced with data from the location's cancellation policy settings): "Free cancellation or modification before (date) (time) (time zone). After that, changes will result in a charge of (cancellation fee $ or %) of your appointment total." |
Include link to forms | This will include a link to any outstanding forms the client may need to fill for their appointment. This will only be shown to the client if outstanding forms are applicable. Check out Boulevards Client Portal article to review additional options on how clients can manage their appointments and forms. |
Additional text | While the default verbiage of reminder texts cannot be modified, you have the option to add up to 480 characters of additional text. Please follow these guidelines to be mindful of client communication preferences:
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Appointment Reminder Schedule & Examples
Reminder Email | Sent at approximately 9 am (PST), 2 days before the appointment day (unless adjusted in your Client Notification settings). The email reminder also contains the “Client Instructions” message. If applicable, a "Complete Forms" button appears at the top, and '[Action Needed]' appears in the subject line.
Example Appointment Reminder Email (without Forms)
Example Appointment Reminder Email (with Forms)
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Basic 2 Day Reminder Text | By default, sent at approximately 2 pm (PST). Default settings send 2 days before the appointment day if the appointment has not already been confirmed. This can be adjusted in your settings. If you have a dedicated phone number, any client replies via text are visible in the Messages inbox. If you don’t have a dedicated phone number, client replies via text are not visible in the messages inbox, but are sent to your business via email to the business email address on file.
Example Appointment Reminder Text
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Same Day Reminder Text | Timing for when same day as appointment reminders are sent is set by the business through the client notifications settings. You can choose to send same-day reminders between 7 am and 12 pm in your location’s timezone. Same-day reminders send to both confirmed and unconfirmed clients who have an appointment that day.
A dedicated location phone number is required to enable same-day as appointment reminder texts. Any client replies via text are visible in the messages inbox.
Example Same-day Appointment Reminder Text
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NOTE: Message threads will auto-close if:
A new message thread was created when sending the automated reminder
There is an existing message thread already in a closed state
All other threads will be left open after automated reminders go out.
Reminder Status
Businesses can easily view if and when an email and text message reminder is sent to a client. To view this information, single-click the appointment on the calendar to open the preview window, then hover your mouse over the black broadcast icon. Reminders that were sent appear below.