✨ When You Need This Guide
This guide is your go-to resource when you need to change the content of your appointment reminders. Use this if you're asking:
"How can I change or edit our automated appointment reminder text?"
"We have a road closure / new policy. How can we add a special message to our reminders?"
"How do I include the provider's name or appointment type in the reminder message?"
"Where can I find the template for our automated reminders?"
"How do I create a new reminder template?"
✅ How to Edit Your Current Reminder Template
This is the best option if you just want to make a change to the reminder message that is currently being sent.
Step 1: Find Your Active Template Name
Before you can edit the right template, you need to know which one your system is using.
Go to the Gear Icon (⚙️) > Automation.
Look at the "Appointment Reminders" section. Note the name of the template listed next to "SMS" or "Email" (e.g., Appointment Reminder). This is the template you need to edit.
Step 2: Edit the Template
Now go to the Gear Icon (⚙️) > Show Templates.
Find and click on the template name you identified in the previous step.
Make any changes you want to the message body.
Pro Tip: You can use "Replacement Strings" (like ~Appointment.Provider~ or ~Appointment.Date3~) to automatically pull in appointment details. See our guide on Using Replacement Strings in Templates for more details.
Click SAVE. Your changes are now live and will be used for all future reminders.
✅ How to Create and Use a New Reminder Template
Creating a new template is useful if you want to test changes or have different versions for different situations (e.g., a temporary template for a special event). The best way to do this is to copy your existing template.
Step 1: Copy the Existing Template
Go to Gear Icon (⚙️) > Show Templates.
Click on the template you want to use as a base (e.g., Appointment Reminder).
Click the blue COPY button. This will create a new template, usually named Appointment Reminder COPY.
Step 2: Edit Your New Template
Click on the newly created "COPY" template to open it.
Important: Change the Template Name at the top to something memorable (e.g., Reminder with Road Closure Info).
Make your desired changes to the message body and click SAVE.
Step 3: Activate Your New Template
Your new template is saved, but it won't be used until you tell the system to use it.
Go back to Gear Icon (⚙️) > Automation.
In the "Appointment Reminders" section, click the dropdown menu for "Send SMS" or "Send Email".
Select your newly named template from the list and click Save Reminders. The system will now use this new template for all future reminders.
💡 Common Questions
What You Might Notice | Why It's Happening | What to Do |
I edited a template, but the old message is still being sent. | You likely edited a template that is not the one currently selected to be active in your Automation settings. | Go to Gear Icon > Automation and check the exact name of the template being used for SMS and Email reminders. Then go to Gear Icon > Show Templates and make sure you are editing the template with that exact name. |
I can't find my general Appointment Reminders under the Campaigns tab. | This is normal. General Appointment Reminders are found under Automation, not a Campaigns. They have their own dedicated settings area. | You can find the general Appointment Reminders settings under Gear Icon > Automation. The templates themselves are edited under Gear Icon > Show Templates. |
I want to send a different reminder for different providers or appointment types. | The main Automation Appointment Reminder feature is for general appointment reminders. Conditional reminders like this can be set up using Campaigns. | See our Appointment Campaign guide for more details. |
🎉 You'll Know It's Working When:
Patients begin to receive appointment reminders with your new, updated wording.
When you navigate to the Automation page, you see your desired template selected in the dropdown menu.
💬 Need Help? We're Here!
If you have other questions about managing your templates, our support team is ready to help. Contact us at 800-563-0469 or support@getaloha.com.
📚 Related Articles
Using Replacement Strings in Templates - A guide on using Replacement Strings to personalize your messages.
Creating Campaigns for Custom Reminders - A detailed guide on using the Campaigns feature for custom appointment reminders.