Manage appointment booking notifications and reminders
About appointment notifications and reminders
With Square Appointments, your clients can receive confirmation requests, reminders and notifications about their appointments through text messages, email or both, depending on their notification preferences. This helps reduce no-shows and improves sales.
Before you start
You can customise several types of notifications from your Square Dashboard, including:
Appointment confirmations
Additional notifications for appointment requests, changes and cancellations
Notifications may require specific subscriptions or settings and can be sent via email or text message. All notifications can be managed from Appointments > Settings > Communications in your Square Dashboard.
Note: Appointment notifications are only for transactional messages. Marketing and promotional language will be blocked.
Manage confirmations and reminders
Step 1: Set up appointment confirmation and reminder notifications
You can choose when and how your customers receive appointment confirmations and reminders. If a customer hasn’t confirmed their appointment by the time a reminder is scheduled, the confirmation request will be resent with the reminder message.
Confirmation and reminder settings can be managed from your Square Dashboard or your Square Point of Sale app with bookings mode enabled, or from the Square Appointments POS app.
- Sign in to Square Dashboard and go to Appointments > Settings > Communications.
- In the Confirmations and Reminders section, toggle on the options to send your customers a text and/or email reminder.
- From the drop-down menu, select a time frame prior to the scheduled appointment for reminders to be sent automatically.
- You can also create automated digital forms.
- click Save.
Step 2: Customise confirmation and reminder notifications
You can view all the automated notifications available for your clients when they book appointments with you and edit the message copy included in the notifications.
Sign in to Square Dashboard and go to Appointments > Settings > Communications.
Under Custom Notifications, select the notification type you want to edit.
Select a message to edit and add your own text to the box.
To include automated fields, like client name or business name, copy the variables from the table and paste them into your message.
Click Save.
For text message notifications, the default message is only sent if the customised message fails to send. This can happen if the message you input exceeds 1024 characters in length.
Step 3: View customer confirmation details
When viewing an appointment from the client’s AppointmentsDetails page, you’re able to see the appointment confirmation details. If an appointment has not been confirmed by a client, you can either resend a confirmation request or mark the appointment as confirmed.
You can view all of your client’s confirmation statuses directly from your AppointmentsCalendar in the Appointments section of your Square Dashboard. Confirmed appointments will show a tick next to the appointment and unconfirmed appointments will show a question mark.
Note: When a last-minute appointment is created by you or by your customer, the appointment may auto-confirm even if you have the Send Confirmation Request option toggled on.