Creating an Auto Reminder Rule for Appointments

Daftra software allows you to send SMS or automated emails by setting up an automated sending rule either for appointments or invoices based on specific criteria as required.

Make sure first to “activate the SMS app” and  “add an SMS template” before starting to set up an automated sending rule.

1. From the main menu, click on “Templates“.
2. Click on “Auto Reminder Rules“.
3. Click on the “Add” button and select “New Appointment Rule” from the dropdown menu.
4. Enter the appointment rule details as follows:
   • Name: Enter the name of the new rule as required.
   • Appointment Type: Choose from the dropdown either an appointment for (Client, Invoice, Estimate, Work Order, or All)
   • Appointment Action: Choose the required action from the dropdown based on the type selected in the previous step.
     • The action will vary depending on the chosen type. To modify your action list, refer to the “Appointment Actions List“, “Client Actions List“, or “Work Order Actions List” guide.
   • Timing Field: Choose the automatic message sending date from the dropdown, either:
     • Appointment Date: The date set for the appointment regardless of its creation date in the system.
     • Created Date: The date the appointment was created in the system, irrespective of the date set in the appointment details.
   • Send On: Select from the dropdown when to send the message, either:
     • Instantly: The message will be sent on the appointment’s registered date or at the time of its creation in the system, depending on what’s specified in the “Timing Field”.
     • Before: The message will be sent before the date registered in the appointment or before its creation date in the system, depending on what’s specified in the “Timing Field”.
     • After: The message will be sent after the date registered in the appointment or after its creation date in the system, depending on what’s specified in the “Timing Field”.
   • Enter the number of hours/days/months for sending before or after the appointment.
   • Send To: Choose from the dropdown whether the message will be sent to “Partner(Client)” or “Assigned Staff“.
   • Channel: Choose “SMS” from the dropdown as the desired sending method.
   • Channel Template: Choose the desired message template from the dropdown.
     • Notes:
       • You can click on the “New Template” button next to “Message Template” to add a new template.
       • For more details on how to add a new template, refer to the “Add SMS Template” guide.
   • Active: Click on this checkbox to set this sending rule’s status to “Active“, or deselect to deactivate.
   • Valid Until: Choose the time during which the sending rule is valid for sending a specific appointment, with a choice of (Hour, Day, or Month) from the dropdown menu.
     • Example: If you select one day as the validity for the sending rule, the system will attempt to send a specific message for an appointment. If the sending fails, it will continue to attempt for only 24 hours, after which you will have to send it manually.
       • For more details on how to send the message manually, refer to the “Send an SMS for an Appointment” guide.
5. Click on the “Save” button.
   • If a new appointment is created that meets the conditions specified in this sending rule, the system will send it in a short text message based on the specified timing, message template, and other factors.