Support > Notifications > Notification with a link to confirm an appointment

Notification with a link to confirm an appointment

You can send a notification with a link allowing customers to confirm a planned appointment. To set up notifications with a confirmation link, just follow the steps below:

Set up notifications with a link to confirm an appointment

Go to the “Sites” tab of the “First name – Last name” module.

From the table, click on the “…” and “Configure”.

Click on “Notifications templates”.

Click on the blue “Add” button.

Select a media between:

Text message ;
or email.

Note : Once you have saved your notification template, you will not be able to change the media. In order to change it, you will need to delete the notification template and create a new one.

Note: For the email notifications, it is possible to define the sender. For example, the name of your company.

Select the type “Manuel notifications from Organize module”.

Define a name, for example “Notification with link to confirm”.

Set the following toggle on “Enabled”.

Customize the message of the SMS or email sent using the variables below:

To add a variable, simply copy one of the available variables on the right side of the interface and paste it in your message. For example, copying and pasting the variable “$firstName” allows you to add the first name of your client in the message. You can use the variables below to customize your message:

First name $firstName
Last name $lastName
Scheduled date $scheduledDate
Planned arrival time $arrivalTime
Time slots $timeSlot
Address $address
Enterprise name $enterpriseName
Agent name $agentLastName
Id of order $id
Customer confirmation link $confirmUrl

Note : In order to allow the customer to access the link to confirm an appointment, do not forget to add the variable $confirmUrl in your email or SMS message.

Add the variable $confirmUrl in the email or SMS message.

Set up the “Customer confirmation link” by clicking on the “Configure” button.

Fill in the following fields:

Confirm link validity (in days) ;
Corporate logo or image ;
Title, for example “Confirm your appointments”.

Uncheck the “Include reschedule button” box.

Note: If you only want to allow your clients to confirm the appointment, be sure to uncheck the “Include reschedule button” box.

Fill in the three following messages:

Confirmation request ;
Confirmation message ;
Error message (ex: link expired or order canceled).

Click on the blue “Confirm” button.

Click on the blue “Save” button.

Send notification to customers

After defining this notification template with a link to confirm an appointment, you can now notify your customers. Just follow the steps below:

Note : To send a notification to your customers you must have filled in the email address and/or phone number in the format +44 7400 123456 in the customer form.

Go to the “Map” tab of the “Organize” module.

Select the date on which routes have been optimized via the date picker.

Click on the green “Lock routes” button to access the notification module.

Note : Before clicking on the “Lock routes” button, you have the possibility to narrow the time slots for each assigned appointment and thus communicate to customers a more precise time slot. To do so, you must put these appointments on hold. Just click on an appointment on the “Map” > “…” > “Put on hold”.

Click on the blue “Notify customers” button.

Select the notification type (name) in the “Notifications templates” drop-down list located in the top left-hand corner.

Select the customers to notify by checking the corresponding boxes in the table.

Note: To notify all customers, check the box in the header row of the table.

Click on the blue “Notify” button.

To confirm an appointment, the customer must simply click on the link received by email or SMS and follow the instructions.

Note: If a customer does not confirm the appointment following the sending of the link, this appointment will remain scheduled with the date and time slot initially defined.

Note: An appointment confirmed by a customer is displayed in green in the “Agenda” tab of the “Organize” module.