A guide to enabling or disabling specific features like appointment reminders, feedback requests, and online scheduling for individual Providers.
✨ When You Need This Guide
This guide is your go-to resource when you need to manage settings for a specific doctor or staff member. Use this if you're asking:
"How do I turn on appointment reminders for a new provider?"
"Can I turn off automated campaigns for one doctor but leave them on for others?"
"How do I turn off feedback requests for a specific user?"
"A provider who no longer works here is still showing up on our online scheduler. How do I remove them?"
"How do I control which providers and appointment types are available for online booking?"
You'll Need:
Administrator access to change these settings.
✅ Turn Reminders, Feedback, or Campaigns On/Off for a Provider
These settings control the main automated messages for an individual user.
Go to the Gear Icon (⚙️) > Users.
Find the specific provider in the list.
Look for the toggles next to their name for Reminders, Campaigns, and Feedback.
Turn the toggle ON (blue check) or OFF (gray X) to enable or disable that feature for only that provider.
✅ Control Which Providers Appear in Online Scheduling
This setting is managed separately from the other automations and controls if a patient or staff member can book with a provider online.
Go to Scheduling > Settings.
Click Set User/Provider Schedules.
Find the Provider you want to manage and toggle on or off where you want that Provider to appear.
Schedule toggle: Turn this ON to make the provider visible to patients for Online Scheduling and in the patient Scheduling App.
Provider Scheduling toggle: Turn this ON for the provider to appear on the calendar within the main Aloha platform and the staff-only Provider App."
To set which appointments they offer: Click the three-line menu icon (≡) on the right side of that provider's row.
Check the box for each appointment type this provider should be available for online. Click Save.
💡 Common Scenarios
What You Might Notice | Why It's Happening | What to Do |
I turned on reminders for a provider, but their patients aren't getting them. | The individual setting for this provider is correct, but the main "master switch" for all reminders in the practice might be turned off. | Please ensure the feature is active for the whole office. For more information, see our guide on How to Enable Automated Features. |
A provider's name is incorrect, or their photo is missing on the online scheduling page. | Deactivating the user on the Users page blocks their login but does not automatically remove them from the list of schedulable providers. | Go to Gear Icon (⚙️) > Users, click to edit the provider's profile, and update their Display Name and upload an Image. Click Save. |
A provider who left the practice is still showing up for online booking. | The appointment type may not exist yet, or it may not be configured to be available for online booking. | Go to Scheduling > Settings > Set User/Provider Schedules. Find the former provider and turn both the Schedule and Provider Scheduling toggles OFF. This will remove them from the online booking page. |
🎉 You'll Know It's Working When:
The correct providers are sending (or not sending) reminders and feedback requests as intended.
Your online scheduling page accurately shows only the active providers and their specific appointment types.
💬 Need Help? We're Here!
If you have other questions about managing your provider settings, our support team is ready to help. Contact us at 800-563-0469 or support@getaloha.com.