A guide on how to use "Conditional Logic" in your campaign templates to automatically send different messages to patients based on whether they have completed their forms.
✨ When You Need This Guide
This guide is for you when you want to send more intelligent, automated reminders. Use this if:
You want to automatically remind patients to fill out their paperwork before their visit.
You want to send one message if a patient has completed their form, and a different message (with a link to the form) if they haven't.
You're looking for how to set up "Conditional Logic" for form completion status.
How It Works
Conditional Logic is a powerful tool that lets you create a single, smart reminder template. The template will contain two different messages. When it's time to send the reminder, Aloha will check if a patient has completed a specific form, and then automatically send only the correct message to them.
What This Covers (And What It Doesn't)
✅ This article explains how to create a smart template with conditional logic and how to use it in an Appointment Campaign.
❌ It does not cover building the form itself or creating the initial campaign. You must have a form and a campaign created before starting this process.
✅ Part 1: Create a "Smart" Template with Conditional Logic
First, you'll create the template that contains both the "thank you" message and the "please complete" message.
Navigate to Campaign Templates. Go to CAMPAIGNS > Show Templates.
Either click + Add Template to create a new one or click on an existing template to edit it.
Set the Template Type. Ensure the Type dropdown is set to Appointment Reminder.
Insert the Conditional Logic. Find the Logic dropdown, select Form Status, and click Insert. This will add a set of special tags to your message box that look like this: {FORM_COMP}...{/FORM_COMP}
{FORM_INCOMP}...{/FORM_INCOMP}.
Write Your Two Messages with no space between the two:
Between {FORM_COMP} and {/FORM_COMP}: Type the message for patients who HAVE completed the form.
Between {FORM_INCOMP} and {/FORM_INCOMP}: Type the message for patients who HAVE NOT completed the form. Remember to include the link to your form here and to add ?~Contact.VerificationToken~ to the end of the URL to ensure it links automatically
Example - Text (Forms):
{FORM_COMP}Thank you for completing your intake forms. See you at ~Appointment.Time~ on ~Appointment.Date3~. {/FORM_COMP}{FORM_INCOMP} Friendly reminder of your appointment at ~Appointment.Time~ on ~Appointment.Date3~. Please complete your intake here: getaloha.com/np-intake?~Contact.VerificationToken~{/FORM_INCOMP}
Click Save to save your new smart template.
✅ Part 2: Add Your Smart Template to a Campaign
Now that you have your template, you need to tell your campaign to use it and which form to check.
Navigate to Your Campaigns. Go to CAMPAIGNS > Show Campaigns.
Select Your Campaign. Click on the Appointment Campaign you want to add this reminder to.
Add a New Step. Click + Add Step.
Configure the Step.
Give the step a clear Name (e.g., "Form Status Reminder").
Set the Action to Send a Text Message or Send an Email.
From the next dropdown, select the smart template you just created.
Set the When for the step (e.g., 1 Days Before the appointment).
IMPORTANT: Link the Logic to a Form. A new dropdown will appear labeled For logic conditional tags use. You must select the specific form you want the system to check from this list. This is how the template knows which form to look for.
Click Save Campaign Step.
💡 Common Questions
What You Might Notice | Why It's Happening | What to Do |
Every patient is receiving the "incomplete" message, even if they filled out the form. | This usually means the crucial link between the campaign step and the form itself is missing. The system has the logic, but doesn't know which form to check. | Go back and edit your campaign step. Make sure you have selected the correct form from the For logic conditional tags use dropdown menu. This tells the logic which form's status to check. |
The link in my "incomplete" message isn't automatically linking to the patient's profile. | The ?~Contact.VerificationToken~ code was likely forgotten or deleted from the end of the form URL in your template. | Go to CAMPAIGNS > Show Templates and edit your smart template. Double-check that the URL for your form includes the ?~Contact.VerificationToken~ at the very end. This is required for automatic linking. |
Can I check for more than one form in a single message? | The conditional logic is designed to check the status of one specific form per campaign step. | If you need patients to fill out multiple forms, the best approach is to combine your forms into one within Aloha. This will ensure the best experience for your patients. |
🎉 You'll Know It's Working When:
You have successfully created a template containing both {FORM_COMP} and {FORM_INCOMP} messages.
You have added this template as a step in a campaign and have selected the correct form for the logic to check.
Patients begin receiving the correct version of the reminder based on their form completion status.
💬 Need Help? We're Here!
If you have other questions about using conditional logic, our support team is ready to help. Contact us at 800-563-0469 or support@getaloha.com.
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