About Us
Reminders by Email, SMS, or Voice
Whether your business is large or small, our automated, customizable messaging and online booking can help you reduce no-shows and increase revenue. Set more than one type of reminder per appointment to reach clients in different ways and at different times.
Custom Message Timing
You have complete control over when your messages are sent. The messages can be sent relative to the appointment or at a specific time. You can also tell Apptoto which days of the week to send messages and which days to avoid.
Custom Message Content
Customize the reminder message content and client confirmation prompt (if you select a prompt). The message can contain information pulled directly from the appointment. You can use mail-merge like fields to include information specific to each appointment.
Site Content
Online Booking
“Online Booking” allows your clients to book online through your own website or a customized url.
Appointment Page
SMS and Email reminders can contain a link to that participant’s Appointment Page where additional information about your location, company, and the appointment can be found. The content is completely configurable and can be tailored to each participant of the appointment or event.
Conditional Messages
Each message can be configured to only be sent if certain conditions are met. An example use of this feature is sending different messages for different types of appointments.
Two-Way Conversations
Easily respond to your clients from our website or directly from our real-time email notifications. Your clients will love that there is an actual person on the other end of the messages they receive from you!
Caller ID
Voice messages are sent from your phone number. SMS messages can be also be sent from your number in certain countries. In the US, you can choose a number in you area code to send Voice and SMS messages from.
Personalized Voice Reminders
Choose from a text-to-speech engine, record your own voice, or upload a pre-recorded mp3 file. Professional voice recordings are also available.
Multilangual & Templates
You can create multiple “Message Templates” that are triggered based off of the content of the appointment. One common use of this is to send reminders in Spanish to Spanish speaking clients.
Add Clients to Calendar
If the client clicks “Add to calendar”, you have control over the suggested content for the event. This allows you to include additional information directly in the client’s calendar as well.
Auto Replies and Actions
Automatically respond and take action when your clients reply to messages. For example, you can respond with a custom thank you message when clients confirm, or send a notification to a staff member when clients respond with certain responses.
For details see our user guide.
Send One Time Messages
“One Time Messages” can be sent to one or more clients/patients easily. This allows you to easily message all of your clients on a particular day at once. For example, you can send a message to all of your clients saying you need to reschedule their appointments.
Real Time Notifications
You or anyone on your staff can be notified the instant a client responds with a confirmation, cancellation, reschedule request or with any additional information. Replies to the real-time notifications are sent back to your client or patient immediately!
HIPAA Compliance Program
HIPAA Compliance is available for some subscription plans, and includes:
- Account stored and run on HITRUST Certified servers for HIPAA Compliance (provided by Firehost)
- All sensitive “at rest” data encrypted
- All sensitive “in transit” data encrypted (this does not include SMS and Email messages sent)
- Logging disabled on server
- SSL used for all communication
- Account disabled after 6 failed attempts
- Courtesy compliance review of message content
- Signed Business Associates Agreement (Group plan and higher)