📅 A Guide to Set Up and Manage Appointment Campaigns in ALOHA®

Appointment Campaigns in ALOHA® are a powerful tool that automates communications like reminders, intake forms, and directions, tailoring them specifically to each appointment type. This guide will walk you through creating, managing, and troubleshooting these automated messages so you can streamline patient engagement and ensure timely communication in ALOHA.

✨ When You Need This Guide

Here are some scenarios and questions this guide can help you with:

You want to send pre-visit paperwork, like intake forms, automatically to new patients.

You need to share specific directions or prep instructions for different kinds of visits (like X-Rays vs. a standard adjustment).
You want to set up reminders that only send a follow-up message if a patient hasn't confirmed their appointment yet.
You need to know how to link your text templates or forms to a specific appointment type.
You are noticing messages aren't sending or aren't reaching all eligible patients.

What This Covers (And What It Doesn't)

✅ How to create, customize, and link messages/forms to specific appointment types, including conditional steps and troubleshooting common errors.

❌ How to create the actual text templates or intake forms that you will link to your campaigns.

Prerequisites/You'll Need

Access to your ALOHA Admin account.
The names of the Appointment Types you want to use.
The templates you plan to use your campaign.

✅ Create and Configure Your Appointment Campaign

Follow these steps to build and launch your custom appointment-based messaging campaign in ALOHA.

Start a New Appointment Campaign. Navigate to Campaigns > Show Templates. In the top right corner, click + Add.
In the next pop-up, be sure to select Appointment. This tells the ALOHA system your campaign is linked to scheduled visits.
Select the Appointment Types to Target Find the Appointment Type field in the setup screen. Type in or select the specific appointment type(s) this campaign should apply to (e.g., "New Patient Visit," "Adjustment").
Build Your Automated Campaign Sequence. Click + Add Step to start adding actions to your campaign. For each step, choose the timing, action (text, email, tag, etc), and templates you want to send.
- Customize your campaigns to include:
  - 📎 Links to digital paperwork
  - Family Reminders
  - 📝 Pre-visit instructions or reminders
  - Internal Reminders (Call-to-Action)
Save and Launch Your Campaign Once all your steps are added and customized, click Save Campaign.
Then, find the campaign on your main list and click the gray toggle next to it to turn it ON (make it green). Your campaign is now live and running!

🔄 Add Conditional Reminders Based on Confirmation

You can create steps that only trigger if the patient hasn’t confirmed their appointment yet.

Here’s how:

In the step builder, under When, set your timing (e.g., "1 day before")
Under Status, choose “If not Confirmed”

🔁 If a patient doesn’t respond to the first message, this ensures they’ll still get the follow-up—no one falls through the cracks!

💡 Common Questions

My appointment types aren't appearing as choices when I try to add them to a campaign.	The "Patient Visit" setting for those types might be turned off in your main system settings.	Go to Settings > Gear Icon > Integration > Edit Appointment Type Settings. Turn the "Patient Visit" toggle ON for any appointment type you want to see in your campaigns.
I recently renamed an appointment type, and the campaigns aren't recognizing the new name.	The ALOHA system needs to register the change by syncing a new appointment of that type.	Book a future test appointment using the renamed appointment type. Leave it scheduled until visible in Aloha (up to 24 hours). Once the system registers the change, you can reattach the updated appointment type to the appropriate campaigns.
Automated messages are not sending to any patients.	The campaign may be disabled.	Go to Campaigns > Show Campaigns and enable the campaign (gray toggle turned green).
My patient didn't get a second reminder message.	The second step might be set up to be conditional on the appointment status (e.g., only send if "not Confirmed"), and the patient may have already confirmed.	Double-check the Status field within the second message step to ensure it is set correctly. If you want everyone to get it, set the Status to Any Status.
A new campaign isn't sending messages to all eligible patients right away.	ALOHA processes a limited number of patients (about 10-15) at a time when a campaign is first activated to ensure optimal deliverability rates.	Wait a couple hours for the system to gradually add all remaining eligible patients to the campaign if a large amount were eligible.

🎉 You'll Know It's Working When

The campaign toggle is green, showing it is active and running.
Your patients automatically receive the custom messages, links, and forms you set up based on their upcoming appointment type.
Conditional messages correctly only send when the patient's appointment status matches the step's filter (e.g., a reminder only sending if they haven't confirmed).

💬 Need Help? We're Here!

Our support team is ready to help you perfect your campaigns! Contact us if you have any questions or need further assistance with ALOHA:

📞 Phone: 800-563-0469
📧 Email: support@getaloha.com