Helping your patients manage their communication preferences and navigate app settings empowers them to take control of their account directly. This guide provides step-by-step instructions for clinic staff to walk patients through updating notification settings, managing security options, switching themes, and submitting requests right from their mobile device.
Prerequisites
Active patient profile registered in The Scheduling App.
The patient's mobile device (Android or iOS) with The Scheduling App installed and logged in
1. Managing Notification Preferences
Patients can choose how they receive appointment alerts and clinic messages.
Ask the patient to open The Scheduling App and tap the Settings tab.
Under the Notifications header, guide them to toggle each option on or off based on their preferences:
Text Messages: Appointment reminders sent to their mobile phone via SMS.
Email: Confirmation and reminder emails.
Push Notifications: Instant alerts displayed directly on their device screen for announcements sent by the office.
2. Managing Family Members, Calendar Sync, & App Theme
Managing Family Members & Dependents
If a patient needs to manage accounts for family members or dependents:
Direct the patient to the Settings tab and locate the Family header.
Tap Family Members to view linked dependents or add new family members.
Note: For complete details on managing and scheduling for family members, please refer to our dedicated guide: How to Book an Appointment for a Dependent in The Scheduling App.
Syncing Appointments to a Personal Calendar
Patients can automatically sync their scheduled appointments directly to their mobile device's calendar app.
Navigate to the Settings tab and locate the CALENDAR section.
Tap Sync to Calendar to connect their app appointments to their personal calendar.
Note: For detailed setup steps and troubleshooting calendar connections, refer to How to Sync Appointments from The Scheduling App to a Personal Calendar.
Changing App Appearance
Patients can customize the visual theme of The Scheduling App to match their preference or device settings.
Go to the Settings tab.
Tap the Appearance button to switch between Light, Dark, or System (which automatically matches their mobile device settings).
3. Security & Password Management
Resetting Password (When Signed In)
If a patient knows their current password and wishes to update it:
Direct the patient to Settings > Account > Reset Password.
Have them enter their Current Password.
Instruct them to enter a New Password and re-enter it to confirm.
Tap Update Password to save the new password.
Note: If the patient has multiple clinic accounts saved on their device, updating their password updates it across all linked accounts.
Registering Another Account or Clinic
If a patient visits multiple practices using The Scheduling App or if your practice manages multiple clinic IDs:
Direct the patient to Settings > Account > Register Another Account.
Enter the new Clinic ID.
Then, they will either create an account using the information from that practice or login using the credentials previously used for that location.
Once multiple accounts are connected, there will be a Switch Account button above Reset Password.
Note: For a full walkthrough, refer to our guide: Managing Multiple Clinics & Locations in The Scheduling App.
Biometric Login (Face ID / Touch ID)
Logging in with a password automatically turns on biometric login for future visits.
Guide the patient to tap Login and confirm using Face ID, Touch ID, or their Android biometric prompt.
If the patient wants to turn this feature off, they can tap Disable Face ID / Touch ID under the SECURITY section on the Settings tab.
4. Reporting a Request or Sending Feedback
Patients can send direct requests or technical reports to your clinic without leaving the app.
Direct the patient to Settings > HELP > Report an Issue.
Ask them to tap the option they want from the dropdown menu:
Issue with Rescheduling, Cancelling, Scheduling, or Dependents: Sends a direct request to clinic staff.
Recipients for these notification emails can be updated under Settings > Templates > the Scheduling App Problem Notification. Emails in the Recipients field will be notified when a patient reports one of these issues in the app.
Other/freeform: Opens a freeform text box (up to 1,000 characters). Instruct them to describe the situation and tap Send Report.
A confirmation message will appear once the message has been sent.
Common Questions
What should I do if a notification toggle won't switch or update on the patient's phone?
What should I do if a notification toggle won't switch or update on the patient's phone?
Have the patient toggle the setting off, wait a moment, and switch it back on. If the setting does not update, verify that notifications are permitted for The Scheduling App in their phone's main device settings.
How do I assist a patient when the app states "The password you entered is incorrect"?
How do I assist a patient when the app states "The password you entered is incorrect"?
Double-check that the patient is entering their current password accurately. If they cannot remember it, have them sign out and use the Forgot Password? Reset Password link on the main login screen.
What should I do if the patient is unable to submit a report?
What should I do if the patient is unable to submit a report?
Ensure the text description is filled out and stays within the 1,000-character limit.
You'll Know It's Working When:
Notification toggles reflect the patient's updated preferences.
Linked family members display properly under the Family Members section.
Appointments sync seamlessly to the patient's mobile calendar app.
The patient's app theme switches smoothly between Light, Dark, or System modes.
Need Help? We're Here!
Call: (800) 563-0469
Email: support@getaloha.com