How to Customize Email, SMS, and WhatsApp Booking and Membership Notifications

With Always on Time (AOT.plus), you don’t have to spend time manually following up with your customers to ensure they show up at the scheduled events. Instead, automate emails and send text and WhatsApp messages to remind customers before the upcoming event and membership status.

Let’s look at how this feature helps you give your customers the best appointment scheduling experience and keep attendance rates high. 

AOT provides custom notifications and workflow, be it emails, SMS messages, or WhatsApp notifications. You can customize the type of notifications and messages that works best for your Booking and Membership scheduling process. You can also see what these notifications say and when they will be sent to your customers and staff. 

By DEFAULT; all your notification templates will be populated and enabled via email for booking and membership purchases to the customers, instructors, and admin.

1. Go to Notifications on the sidebar and click Customize Notification to adjust how you get notifications and the details you get notified about.
   
2. Default notification templates are already populated and enabled. You can also configure which notification should go to a specific service and location.
   
3. If you choose to enable or disable your notification settings, just tick the toggle button beside the Select Services button.
   
4. If you want to enable a new type of notification (SMS or WhatsApp), click the + Add New Notification. 
   

1. Go to Notifications on the sidebar and select + Add New Notification.

2. On the Add Email Template page, choose from the Notification Template drop-down menu and select the Notification Type (Email, SMS, and WhatsApp) you’d like to activate. When you add an email template for each Notification Type, it will appear on the Notifications dashboard.

3. Select the specific service you’d like this notification to connect.

• Notification Type: The notification at which the booking and appointment details will be sent. You can choose from email (default), SMS, and WhatsApp notification.
  
• Template Name: This is a default and customizable name for your internal reference to categorize your notification setting—for example, Appointment Booked (1).
  

4. A confirmation message will pop-up for successfully adding the new notification. Click the Back to Notification button. 

5. Enable or disable the notification reminder by ticking the toggle button.

a. For example, select the notification you want to enable under the Booking and Appointment Notifications.

b. Do the same process with your Membership Notifications.

Select the location and services that will receive this notification.

● All Locations

● Selected Locations Only

6. Click Save and go to Customize Notification.

7. You can customize your notification message on the New Notifications page. We recommended copying and pasting the default email, SMS, and WhatsApp template.

8. Once completed, click Save. 

By DEFAULT, AOT automatically sends email notifications for bookings and membership purchases to the customers, instructors, and admin. 

1. Click on the Customize Notification button to edit the subject and contents of the notification sent to your customers.

2. You can edit the subject and customize the message on the body of the email with any content you like, including substitution tags, to match the tone and style of your business.

3. You also have the option to use HTML; select the </> icon on the menu to update the template.

4. Your staff or instructors will be notified if you include them in your email recipients. Notification Settings > Send Notification to (Clients only; Clients and Staff; and Clients, Staff, and Admin). Click Save.

5. You can also set up to 9 reminder frequency timings for certain Appointments and Membership Notifications that define when the system should send reminder notifications. 

Note: To learn more about detailed email setting notifications for appointments and membership, read this document: Notifications - Setting up Email Notifications for Appointments and Memberships. 

Enabling SMS or WhatsApp notifications sends your customers and staff text messages regarding booking, appointment updates, and membership status. 

1. Select Notifications on the sidebar and click the + Add New Notification tab.

2. On the Add Email Template pop-up window, choose Notification Template from the drop-down menu.

3. Select SMS or WhatsApp from the Notification Type selection menu.

4. Edit or select the pencil icon to create a new Template Name and click Save.

5. Go back to Notifications, select the SMS or WhatsApp notification type you wish to customize, and write a personalized message. 

Note: SMS and WhatsApp messages are limited to 250 characters only. This notification setting is currently available to free and paid tiers. However, consumption base charges may be levied in the future. For learn more about character messaging limit for SMS and WhatsApp, visit this page. 

Still, need help? Reach out to us anytime via live chat at the bottom of this screen. If we're not around, we will get back to you as soon as possible. You can also email us at [email protected].