Overview
Our SMS feature allows you to send reminders and confirmations, and also maintain back and forth conversations with your clients via the inbox within your schedule module.
Enabling Two-Way SMS
Once SMS is enabled (Two Way or One Way), clients can be opted in for "SMS (Text)" within the reminders field of a clients profile. Click here to learn more about adding new clients.
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Click on "Settings"
Click on "Add-ons"
Scroll down to "SMS Messaging (Two-Way)"
Select the green + icon to enable
Please note this add-on has a monthly $99.00 fee for unlimited text messages.
Once enabled you will have access to an Inbox located within the Schedule module tab, this will allow the clinic to see active conversations that are going on with clients. Clients can reply back to SMS text reminders about appointment confirmations or reminders. The clinic can even send text message reminders about letters, booking appointments or just gathering some more information.
After enabling the integration the clinic can set an automated response to be active or not active with a customizable format. This feature will also help with sending an alert for responses for after hours for when the clinic closed. If Auto-Response is set to "Activate" then the defined message will be sent to all clients who text the clinic number outside of clinic hours. The after hours alert can be used to notify specific users via email that a SMS message was received.
Using the Two-Way SMS Feature
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The conversation is started as soon as a client sends the clinic a text message or the clinic can create a new conversation by clicking on the + icon on the right within the Inbox. Conversations are not started when an appointment or vaccine reminder is sent to the client. However, if the client replies to one of those reminder text messages, that then will start a conversation.
If the client has a profile within the clinic's account with the mobile number they are texting from, the software will automatically recognize that client and will provide their information within the conversation inbox. The clinic can even edit the clients profile via the inbox as well. The clinic can also see if the client has an account balance and will show all patients as well.
All conversations within the Inbox will be stamped with a date and time. Clients can even send PDF's or photos.
Assigning a Conversation to a Client
The clinic will need to select the three dots within the inbox and select "assign to client". From there, the clinic can type out the clients name and hit save. If a client does not have a profile yet, the clinic can select "add client" and add all their contact information from the inbox as well.
Closing a Conversation
The clinic will need to select the three dots within the inbox and select "close conversation". Closing the conversation will automatically take the convo out of the inbox and will be saved within the client's communications tab.
Deleting a Conversation
The clinic will need to select the three dots within the inbox and select "delete conversation". Doing this will permanently delete this conversation and will not be stored within the clients communications. The software will also have a pop up alert confirming the deletion.
Receiving Text Messages
A red flashing light will appear within the Inbox tab when a new message is sent. Similar to new tasks sent within in DaySmart Vet. When a client sends multiple text messages, the number of texts will appear within the Inbox conversations.
Please review the steps below to locate the virtual phone number:
Click on "Settings"
Click on "Add-Ons"
Once the add-on is enabled the phone number will appear in the "Description" of the Add-On
The clinic can also review the phone number within the Inbox.
A phone number will be provide once the add-on is enabled and is displayed in the upper left of the Inbox screen. The clinic can not use their current clinic phone number.
Please click here to review a video on SMS Messaging (Two-Way)
Enabling One-Way SMS Messaging
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Click on "Settings"
Click on "Add-ons"
Scroll down to "SMS Messaging (One-Way)"
Select the green + icon to enable
Please note this add-on has a .05 fee for each message that is sent, charged at the end of the month. If you plan to send many messages or want to be able to have clients respond, please look into our Two-Way SMS feature
SMS Defaults
Learn how to set up a custom SMS messages for appointment confirmations & reminders, plus medical reminders. These defaults apply to the One-Way & Two-Way SMS Features.
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Global Appointment Confirmation & Reminder
Navigate to Settings > View SMS Defaults
Click the "Edit" option to the right of either the "Appointment Confirmation" or "Appointment Reminder"
Type your message in the form and utilize the provided variables to have data automatically pulled in for further customization
Click "Save"
Custom SMS Medical Reminders
Navigate to Settings > Configurations > View SMS Default
Click "Edit" on the right of the "Medical Reminder" option
Type your message and use the variables on the right to have data pre-filled when the reminder is sent
Click "Save"
In order for medical reminders to send as an SMS, the inventory item must have a reminder action set up. Click here to learn more about actions.
Custom SMS Confirmations & Reminders for Appointment Types
Custom SMS messages can now be sent for each Appointment Type. This allows for more detailed and specific information to be relayed to customers, such as drop off times, or pre-surgery instruction/reminders. For more details, see Managing Appointment Types.
A SMS reminder can be resent to the client from the Client Profile > Reminders > Resend reminder (from gear icon on right)