Appointlet Confirmation and Reminders

Shane Herring
Shane Herring

Course Developer at Atomic Education


Last Updated: March 20, 2021

Appointlet confirmation and reminders are important emails that help instill confidence with your prospects.

This is an extract of my online course, Appointlet Essentials. Learn more about this course.

Appointlet sends a confirmation email to anyone who schedules an appointment. By default, a reminder email is automatically sent 24 hours prior to a meeting start time.

Jo wants to personalise the emails by adding text and she wants to send an additional reminder email.

To start, let’s have a look at a confirmation email that was sent earlier.

Jo wants to personalise the confirmation emails by adding a thank you.

Personalising these emails is done per meeting type.

In this example, I’m going to add text to the confirmation email sent when someone schedules a 1 Hour Widget Demonstration.

Move down to the Email Notifications section.

In the Confirmation Message text box, I’ll type “Thank you for your interest in our Widgets. I look forward to talking to you soon.
Regards
Jo”

Using the simple editor, you can add basic styling as well as links to other resources. For example, you could include a link to a map that shows where your office is located.

I’ll save my changes and quickly schedule a meeting with Jo.

Let’s look at the confirmation email now.

Here’s the text that was added.

1 hour product demonstrations are an important part of Jo’s sales process. To make sure that people don’t forget to attend, she wants an additional reminder email sent.

Reminders are a global setting. In other words, when you set reminders, they apply to all meeting types.

Start by selecting the Settings icon.

Select the Reminders tab.

By default, a reminder email is sent 24 hours prior to the meeting time.

The minimum time you can set is 15 minutes. I don’t recommend setting reminders to this. Reminder emails can take up to 10 minutes to be sent.

Jo wants an additional reminder email sent 3 days prior to the meeting.

I’ll select Send a second reminder. The default is 8 hours.

The order that reminder times are set is important.

If the first reminder is set to 24 hours and the 2nd to 72 hours, the first reminder won’t be sent. The only reminder sent will be 72 hours prior to the appointment.

The first reminder should be the greatest value, the 2nd the next, and the 3rd the smallest value.

To achieve what Jo wants, I need to change the first reminder to 72 hours and the second reminder to 24 hours.

I’m not going to set a third reminder.

With these settings, if an appointment is scheduled less than 24 hours in the future, no reminder email will be sent.

Custom text can be added to email reminders. Like custom text for confirmation emails, this is a meeting type setting.

From the 1 Hour Widget Demonstration, move to the Email Notifications section.

In the Reminder Message text box, I’ll add the custom text that Jo wants to include.

Like the custom confirmation email text, basic formatting is available.

Here’s a reminder email sent earlier and here’s the text that was added.

And that’s how you can configure confirmation and reminder emails in Appointlet.

For example, you may offer one-on-one coaching services where people can pay for your time in advance.

Appointlet integrates with Stripe payment processor which you can configure to collect a payment, collect any applicable tax, and define a deposit to be paid in advance of a meeting.

Jo wants to give people the option paying for a 1 Hour Consultation prior to the appointment.

There are main steps needed to collect a payment. Setup a connection with Stripe and set the amount payable for the meeting.

It doesn’t matter which you do first.

I’m going to setup a Stripe connection.

Select Integrations.

At the time this module was published, Stripe is the only payment processor option for Appointlet.

Under the Stripe option, select Connect.

In the Stripe modal, you can see that this Appointlet account is not currently connected to Stripe. I’ll do that now by selecting Connect.

The integration modal appears. Before you can accept payments, you need to setup a new Stripe account or login to an existing one.

Setting up a new Stripe account does take time so I’ll sign into an existing account.

Once connected, the Stripe modal gives me the options of collecting billing and shipping address information when someone is making a payment. If you choose to collect this information, you may need to include this in your privacy policy.

Appointlet doesn’t store any address information. It’s not included in any confirmations or notification emails. Those details are passed over to Stripe.

I’m going to Save Changes.

Payment settings for all meeting types can be made using the settings link.

In the Payment Settings modal, you can choose whether the person making the booking is required to pay at the time the meeting is scheduled, whether paying at that time is optional, or whether you want to disable the ability to pay at the time a meeting is scheduled.

The settings here will apply to all meeting types where a payment has been setup.

Jo wants to make paying at the time they book optional.

And save changes.

Now that I’ve connected my Appointlet account to Stripe, I’m going to configure a meeting type.

From the meeting type page, I’ll select 1 Hour Consultation.

Select the Pricing section.

The price field is optional because you may not want to collect a fee for all meeting types.

Jo wants to charge $240 US dollars for this meeting.

I’m not going to add tax to the amount paid.

Jo has also decided that she will collect a deposit of $120 rather than collecting the full amount straight away.

I’ll save those changes.

We’re back at the meeting types overview page. Even though we set a deposit amount, the full cost to book a meeting of this type is displayed under the meeting type name.

Let’s look at a preview of what someone booking this meeting will see.

On the booking page, the full price for a 1 Hour Consultation is shown.

I’ll select that.

And then Jo.

I’ll choose a date and time.

And now I need to enter my contact details.

If you set a price but the booking process isn’t asking for payment, it’s because your Stripe integration is not setup or not working correctly.

Go back to the global settings and select Reconnect.

I made collecting a payment optional, so you can select from one of two options. Notice the Stripe option only shows $120 US dollars. This is because this meeting type is setup to collect a $120 dollar deposit.

I’m going to choose the payment option. When I select this, a modal appears asking me to enter my card details.

I’m going to cancel this.

If I select the Pay Later option, Appointlet continues as it normally would.

Now let’s see the difference if making a payment is required.

I’ll go back to Integrations and change the payment settings to Required.

I’ll go to Preview and book another 1 Hour Consultation.

You can see that now, that I’m not asked whether I want to make a payment, because it’s required. I’m asked for my card details.

With Appointlet, if a meeting that has a payment option is cancelled, a refund isn’t automatically given. If you want to make a refund, you’ll need to arrange this separately.

Unfortunately, Appointlet doesn’t give us the option to create a test connection to Stripe.

And that’s how you can configure payment options in Appointlet.

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