How do I configure automated appointment reminders in Barti?
Quick answer: Go to Org Settings → Communications → Text Automation, edit the Appointment Reminder row, and add up to 4 reminders — each with its own timing (1–30 days before) and template. You can also set different reminders for specific appointment types.
Who this is for
Org admins setting up automated appointment reminder texts for the whole practice. With the new Text Automation, reminders are configured once at the org level instead of per appointment.
Important: In the new Text Automation, staff can no longer override reminders on an individual appointment. Reminders are controlled by these org-level settings (and optional per-appointment-type rules). Staff can still add ad-hoc scheduled texts to an appointment through More Options.
Before you start
You need admin access to Organization Settings.
Your org must be on the new Text Automation (see: How do I set up Text Automation in Barti?).
Have your reminder templates ready in the Messaging Center.
Steps
1. Open the Appointment Reminder configuration. Go to Org Settings → Communications → Text Automation and click the edit icon on the Appointment Reminder row. The Configure Appointment Reminder Texts modal opens.
2. Set your reminders. Each reminder has its own timing and template. Choose how many days before the appointment to send from the options: 1, 2, 3, 5, 7, 14, or 30 days before.
3. Add another reminder (optional). Click Add reminder to add another. You can have up to 4 reminders total. Remove a reminder with the × next to it.
4. Choose a template for each reminder. Select the template Barti sends for that reminder. The default appointment reminder template contains the appointment date and time.
5. (Optional) Configure reminders for specific appointment types. Turn on Configure by Appointment Type, click Add appointment type, choose an appointment type, and set its own reminders. Appointment types you don't list use your default reminders. If a type has its own reminders, those take precedence over the defaults for that type.
6. Save your settings.
What you'll see when it works
The Appointment Reminder row shows your configured reminders under When to Send.
Barti automatically sends each reminder at the scheduled time before qualifying appointments.
If an appointment is booked closer than a reminder's lead time, only the reminders that still fit the window are sent. For example, with 1-day and 3-day reminders on an appointment booked 2 days out, only the 1-day reminder sends.
Troubleshooting
Can I add more than 4 reminders? No. Up to 4 reminders can be active. Add reminder is unavailable once you reach 4.
Can I turn off appointment reminders entirely? You can remove all reminders for a given appointment type so that type sends no reminders.
What happens to reminders if an appointment is rescheduled? If the reminder has already gone out (within about an hour of the appointment), it still sends. If the appointment is rescheduled more than an hour before the appointment time, applicable reminders send as expected for the new time.
Why can't staff change reminders on a single appointment anymore? In the new Text Automation, reminders are managed at the org level (with optional per-appointment-type rules). Per-appointment overrides are no longer available; staff can still add extra scheduled texts via More Options.
Why don't reminders show on the appointment card? With the new Text Automation, scheduled reminders are no longer displayed on the appointment card.
Related articles
How do I set up Text Automation in Barti?
How do I set up post-appointment texts in Barti?
Fin alternate phrasings: - How do I set up appointment reminder texts? - How many appointment reminders can I send? - How do I change when appointment reminders go out? - Can I set different reminders for different appointment types? - How do I turn off appointment reminders for a certain appointment type? - Why can't I edit a reminder on one appointment? - How do I add a second appointment reminder?