We can send reminders to your clients when sessions are approaching. Use the session reminder option to customize when these reminders are sent (e.g. 1 day before, 2 weeks before). Clients will receive an email and web notification with the details of the upcoming session. We'll also provide a map and contact information if you've provided an address for the session.
We can also send reminders to you at the same time these are being sent to your client.
If you've signed up for the Plus Plan, you also have the option to send text reminders for upcoming appointments. This method can be used in combination with regular email reminders. Under the Session Reminders section, you'll see a list of reminder delivery options:
- Email only - by default we send an email to your client at the trigger time you've specified above
- Text messages (SMS) and email - Send both a text message and email to your client
- Text messages (SMS) only - we'll attempt to send a text message to the mobile phone number listed in your client's records. If there are any issues sending the text (e.g. invalid phone number), we'll send out an email to your client.
View our article on SMS reminders to learn more about SMS availability in your country and tips on formatting numbers to ensure reminders are delivered to your clients.
Advanced Availability Options
We encourage you to set up your availability so your clients will request sessions when you're most likely to accept these bookings.
Allow my clients to request sessions outside of regular availability
By default, we allow your clients to request sessions outside of regular availability.
For example, if you've setup availability on Monday-Wednesday from 9am to 3pm, your client can still request a session on Thursday at 4pm.
You can turn this feature off so clients can only book within time slots you've defined.
Allow my clients to request sessions regardless of conflicting events in external calendars
If you've linked your Google/Apple calendars to Practice Better, we'll prompt you if you try to book a session which conflicts with other sessions or events in your external calendars (e.g. lunch with a friend or dentist appointment).
If this setting is unchecked (i.e. prevent conflicts), we will not present any time slots to your clients which conflict with events in your external calendars.
The exception to this are events which are created as "Free" (Google Calendar) or "Available".
These time slots will still be available for your clients to book sessions if they overlap with the availability slots you've set up.
Buffer time for external events
Buffer time is useful if you need to take into account prep-time and travel between sessions and personal appointments. We'll ensure no sessions are requested during your buffer time periods.
For example, let's say you've set up your buffer time for 30mins before and after external events. On Wednesday you have a dentist appointment from 10am-11am. If you've setup Availability on that day, your clients will be unable to select a time slot between 9:30am and 11:30am inclusive. The earliest slot available to them will be @ 11:30am.
Practice Better gives you the option to display a cancellation notice (e.g. no refunds if session cancelled within 48 hours) if a client attempts to cancel an upcoming session. You can specify the hours and message to display when a client attempts to cancel a session.
Note: your client may still choose to cancel their upcoming session and accept any subsequent penalties.