It is Friday at 5:00 p.m. - you've just gotten off from work and you are aware of the possibility of heavy traffic. At about 5:15 p.m., you get a notification on your cell phone, but wait and check it later. Sitting in your driveway, you find out that the notification is actually an email reminder for your 5K training tomorrow at 11:00 a.m. and are relieved. That was dormant in your mind as your son has a baseball game tomorrow at 1:30 p.m. You’re not stressed and plan to work out the details.
Email reminders are beneficial for several reasons as they serve to recall to one’s mind of an upcoming appointment or engagement. They are also helpful as they can be used to provide additional information or further details regarding one’s appointment. If you are a business owner, sending client reminder emails can be helpful in reducing the number of appointment no-shows so as to avoid the need to change plans and adjust staff schedules. Some quick tips on writing a friendly reminder email can include making sure that the email is clear & concise, and being sure to include the essentials such as the time, location, phone number, & preparing details.
Timing can also be a factor to consider when sending out email reminders to clients. There are some recommendations when it comes to choosing a good time to send emails (more specifically geared towards sending marketing emails) yet, these tips are worth considering. Megan Marrs in her article “Perfect Timing: The Very Best Time to Send Email Newsletters” writes that Tuesdays, Wednesdays, & Thursdays have been chosen as favorite days to send out email campaigns. She also writes that sending out email campaigns during the middle of the week and in the middle of a day fares pretty well also (Marrs).
Those are tips for sending out email campaigns, however, Nora Landis-Shack suggests in her article, “Why the worst day of the week is the best day to send emails”, that Tuesday could be the best day to send your emails. She also mentions that the afternoon might be the best time to send your emails & that they have a high likelihood of being opened within the first hour of their receipt (Landis-Shack).
This information might be helpful for your business with scheduling appointment email reminders to clients; however, these tips might not be optimal for your clients. Marrs further suggests that knowing your target audience is essential when it comes to determining optimal times to send reminders. This advice could be taken as well as you are aware of how your clients interact with your business. However you choose to utilize timing strategies for reminder messages, their benefits still remain.
If you would like to automate your email reminders to clients & start taking appointments online, TimeTap offers these features for free so that you don’t have to be concerned with timezones or re-writing email content to your clients. You can also customize your email templates with TimeTap Plus to include specific information you desire to send to your clients. Here’s a brief tutorial on setting up automatic email reminders for your clients with our software.
Let’s say that you have a client who wants to schedule a 30 minute consultation with you to discuss their language learning goals. First, you would log in to your TimeTap Back Office account.
Next, click on the “Add Appointment” button and then “Add One Time Appointment”. This will take you to the Add New Appointment screen.
Once on the Add New Appointment screen, you can fill in the appropriate appointment information. After you’ve done that, if you look towards the bottom of the screen you’ll see a section called “Reminders”. This is where you can have an email reminder sent to the client and staff member prior to the appointment at a time interval of your choosing. I’ve chosen to have a message sent to the client & staff member 24 hours prior to the appointment.
Once you’ve filled out the form click “Save Appointment”.
This will open a dialog box that prompts if you would like to send an email to the client and or staff member regarding the new appointment. You can place checks in the boxes if you wish for this to be done, and also optionally add notes for the appointment. You can also edit the email before sending if you would like by checking the box for this option. Once you’re satisfied, click “Save Appointment”.
You’ve now been taken to the Appointment Detail screen where you can review the details for the appointment. And that is how you set up automatic email reminders for a client & staff member with our software.
Have any tips on sending email reminders? Share your ideas and experience with us in the comments box below.