Appointfix Practical Questions & Answers | Part 1

Our awesome colleagues from Support get a number of “how to” questions, from the equally awesome users of the “modern appointment book,” Appointfix appointment reminder app. Here’s an interesting Q&A list with practical answers and concrete steps related to text messaging reminders and how Appointfix works. Find out how to create an appointment, how to set a recurring appointment, how to add clients in the app, how to color-code your services and appointments, how to set the work schedule, how to change the time, how to edit the reminder template, etc.

Probably the funniest question: Where is the menu button? 🙂

A very basic question and you might think the answer is obvious. And it is! But we do get this question from time to time, so here’s the mystery solved: open the app and tap on the top left corner of the screen on those 3 horizontal lines. We like to call it the “hamburger button”. 🙂

How can I create an appointment?

There are two ways you can create an appointment in the app:

First one: just tap on your preferred time slot to select it, then tap again to create the appointment, filling in the details. In the new screen the steps are: 1. Search or add a new client;  2. Add services | select the service you’d like to use in the appointment; 3. Add a reminder | the options are: instantly when creating or rescheduling an appointment; 4. Save – press the save button.

Second option: tap on the plus “+” button on the top right corner (for iOS users) or the bottom right corner of the screen (for Android users).

How can I set a recurring appointment?

Recurring appointments can be created by our Premium and Ultimate users only. This feature is not included in the Basic free plan. Setting a recurring appointment is as easily as setting regular appointments. Only two steps: 1. Create a new appointment; 2. Scroll down to the bottom of the page to “Does not repeat” and tap on it. Then select the type of recurrence you’d like to set up: repeat daily, weekly, monthly or yearly.

Repeat daily, weekly, monthly, yearly:

  1. Tap on Repeat daily, weekly, monthly yearly – whatever your preferred frequency
  2. Tap on the “Every” field to set how often it occurs
  3. Tap on the “Forever” field to choose how long it will occur: forever, ending on a certain day, or after a certain number of occurrences.

How can I add clients to the app?

When creating a new Client, you will get suggestions to import the client’s details from your Contacts list. If the client is new, you’ll also have the option to save the client to your phone’s Contacts.

Ho do I create a new client contact in the app?

This question is pretty much related to the previous one, but here are more in-depth details. There are two options:

  1. You create a Client by going to Menu → Clients
  2. When creating an appointment. For this second option, check out the details above on “How can I create an appointment”.

In order to create a new client from the Menu (hamburger button;), you should follow these steps:

  1. Tap on the plus “+” sign
  2. In the first empty field type the client’s Name.
    1. As you type the name, you will get suggestions from your Contacts list. If the client already exists in Contacts, tap on it and it will automatically fill in with the needed information (name and phone number).
    2. If the client is not saved in Contacts, you will have to insert the name, phone number, and e-mail address.
  3. You can also add a profile Picture for each client. This is a fun feature which a growing number of our users are starting to love, especially adding a picture of their most loyal clients.
  4. In the last field, you can insert Notes with specific information about the client or for the client. Details for yourself regarding your client, such as: age, birthday – in order to surprise them with a “happy birthday” text, card or little surprise; client’s hobbies, service preferred, hair color code if you’re a hairstylist, specific diet & exercise details if you’re a personal trainer, tooth number if you’re a dentist, car problems if you’re a mechanic, patient’s progress if you’re a psychologist/psychiatrist, calories and menus if you’re a dietitian / working in weight loss clinic, etc.

It’s important to know that the information you write down in Notes, you can also send it to your client. You can customize your text message reminder to your client in such a way that it includes <Notes>. If you write in Notes details that are helpful to your client to be mindful of before their next appointment with you. Details such as: come on an empty stomach (for the training session), or bring vintage clothes and an umbrella (if it’s a photography session), arrive 15 minutes early, etc.

Can I import all my contacts in the app?

For the moment, we don’t have a way to import multiple contacts at once. We are considering this feature to be implemented in the future versions of the app. Most likely, this option will be added in the second part of this year.

How can I color-code my appointments?

Your appointments can be beautifully highlighted with different colors, which can make organizing your appointments easier for you. In order to color-code your appointments, just open the app, go to Menu > Services > Create a new service or edit the existing one. Select a specific color for each new service created. After that when creating a new appointment and you select the new service, tap SAVE and the appointment will appear on the calendar in your chosen color. The colors you can choose from are: yellow, orange, pink, red, purple, deep purple, blue, teal, blue gray, brown and obviously our Appointfix green.

How can I set the work schedule?

You can choose and set the work schedule according to your working week. Either if you work  Monday to Friday or with weekends included, or you can select certain days of the week when you work in order to set your appointments calendar. So just open the app, go to Menu > Settings > Calendar > Work Schedule > Enable your working days and set the working hours intervals. Nice, easy, practical and really user friendly.

How can I see the whole week in the calendar?

In order to see the whole week in the calendar (not only your work schedule), please open the app and go to Menu > Settings > Calendar > Disable “Show only the working schedule.” This should show you the entire week. Pressing on the Menu button you can also see the day, 3-days selection, entire week or month.

Why as an Android user I can’t see the sent messages to my clients?

Appointfix app supports the vast majority of devices that run Android or Apple iOS. Depending on the version of the device’s software though, sometimes it can happen that the messages are not shown in the messaging app. It’s because of the device’s software restrictions which we can’t bypass. No worries though, as we got you covered. You are able to see the reminders status in the app, just go to Menu > Reminders. There you can see the exact status of your reminders: upcoming, delivered, sent, failed.

I’m on the Basic/Premium plan I don’t get notified to send the reminders. Why is that and what can I do about it?

If you don’t get notified to send your reminders, it means the notifications were somehow disabled on your device and you need to enable them. Please open the app and go to Menu > Settings > App Notifications > Enable all notifications. If it’s still not working, it means the issue is from your phone and you simply need to enable them in the phone settings. To do that, open your device Settings and scroll down to Appointfix > Tap on the app settings > tap on notifications > enable all notifications.

How can I edit the message I’m sending to my clients?

You are free to edit and change the reminder template you send to your clients according to your preferences. Please open the app and go to Menu > Settings > Reminders > Reminder Message Template. To get a better idea and see what other professionals in your field send to their clients, here are 58 appointment reminder templates to inspire you.

How many characters should my reminders have?

A normal text message contains 160 characters. But be mindful that it’s 160 text characters, with no emoji included! The total character size of the messages containing emojis or Unicode characters is only 70 characters. So please take this into account when setting your reminder message template. No matter what plan you’re on, the messages run out of your own mobile plan, or they go out our system if you’re on the Ultimate plan. On the Ultimate plan you have 500 free messages included/month. Keep in mind though that if your reminder message template has for example 180 normal characters (letters & numbers), that means two text messages. Or if your reminder message has more than 70 text characters + 1 emoji, as you just feel like ending your reminder message with a little heart, scissors, nail polish, or the flexed biceps emoji to make your client feel more excited about their next training session with you, then you should remember that every time you send a reminder message to your client, two or more text messages will be consumed.

Also, it’s good to remember that the colored fields in the reminder example are dynamic and they will be filled with the needed info, which also consumes characters. That is why most of our clients are using a very basic format: “Just a reminder from <Your Name or Company Name> about your appointment on <Date> at <Start Time>. For rescheduling call <Phone Number>.”

How can I change the time from 24-hour military time to 12-hour clock?

The time format of Appointfix should be the same time format as set on your phone. So if you’re using military time, then you’ll have the 24-hour format. Some people prefer it this way, other many are more comfortable with the 12-hour clock. Choose your time preference with no effort. Just open the app and go to Menu > Settings > Reminders > Date/time format > Disable 24h-format.

Is there a location feature in Appointfix?

Not yet. For the moment the location feature is not integrated in the app. There’s a workaround though. Many of our users are using the Notes section of Appointfix – the modern appointment book, to add the client’s location details or Google Maps links. In order to add the location details, don’t forget when you create an appointment to go down to the Notes section and add there the necessary location details. Open the app and go to Menu > Settings > Reminders > Reminder Message Template > Add the Notes field to the message. So when creating an appointment, in the Notes Section don’t forget to add the location if that detail is important for you.

How can I sync my Appointfix calendar with Apple and Google calendars?

If you connect Appointfix with other calendars, you will be able to view Appointfix appointments in your other calendar and the other way around. In case you’d like to edit an event though, you’ll need to do the editing in its native app. That means the appointments will be edited in Appointfix, the Google events in Google Calendar and the Apple events in Apple Calendar. The edits will then appear in the other calendars too if they are synced. Therefore if you’d like to sync your Appointfix calendar with other calendars: open the app and go to Menu > Settings > Calendar > Sync with Other Calendars > Enable Local Calendar sync. There you can choose with what calendars you’d like to sync Appointfix.

These are a few questions which obviously are not exhaustive. If you still can’t find what you’re looking for, please contact Support with your questions and requests. Our excellent Support team will take such great care of you! It’s a promise. 🙂

Emilia is Marketing Director at Appointfix, an app helping professionals and small businesses easily schedule appointments and reduce client no-shows using automated text reminders. Feel free to drop her an email at emilia.pustan@appointfix.com.