Reminder Settings

Reminder settings describe the method and schedule for automatically sending appointment reminders. Appointment reminders can be sent by text message, by email and by voice phone call. The DiaryBook service automatically sends out the reminders based on the schedule so the user does not need to be signed-in to DiaryBook.

Appointment Reminder Settings Tab

The Appointment Reminder Settings tab is where all settings can be viewed and maintained by the user. To open the tab the user needs to click on the User button (showing the user's email address) in the top margin, select DiaryBook Settings sub-menu and click on Reminder Settings.

The Appointment Reminder Settings tab consists of 3 sub-tabs.

Reminder Settings
Templates
Voice Recordings

Reminder Settings Tab

This tab consists of the following:

A tool bar for the settings containing buttons and menus
A grid showing the settings

Reminder Settings Tool Bar

The tool bar contains buttons and menus.

Button	Description	Notes
	Select all records in the grid
	Deselect all records in the grid
	Add a new record
	Edit the record	The first selected record
	Delete record	All selected records
	Refresh the grid

Reminder Settings Grid

The grid contains the list of all Reminder Settings created for the account.

Column	Description	Notes
Name	The name of the setting
Send Text Reminders	Ticked if the record sends SMS text reminders
Send Email Reminders	Ticked if the record sends email reminders
Send Voice Reminders	Ticked if the record sends voice reminders

Reminder Settings Window

This section describes the fields in the Reminder Settings window. The window allows the user to add new settings and to edit existing ones. The window is made up of 2 parts: a form section and a grid section for the schedule;

Note: There is a difference in the window's behaviour when adding a setting and when editing a setting. When adding a setting more information is entered in the form section while the grid section is disabled. This allows DiaryBook to automatically generate a schedule based on the form. When editing, the grid section becomes available so that the user can alter the generated schedule.

Adding a reminder setting

To add a setting the user clicks on the plus icon in the tool bar within the Reminder Settings tab.

Tip: Before adding a reminder setting ensure that you have a saved message. See Editing the Reminder Message for more information.

Reminder Setting Fields When Adding

Field	Description	Notes
Description	The name of the setting
Type	The type of reminder	Reminder; Notification; Instruction. See Automatic Reminders for more information
Appointment Notification	A reference to an Appointment Notification setting	Only if Type is Appointment Reminder
Send Text Reminder	Tick if to send a SMS text reminder
Replies to DiaryBook	Tick if client can reply to reminder back to DiaryBook
Text Message	Pick the name of the saved message to use
Days in Advance	The number of days before the appointment to send the reminder	Used to generate schedule
No texts at weekends	Tick to prevent reminders being sent at the weekend	Used to generate schedule
Time of day	The earliest time that reminders can be sent	Used to generate schedule
Send Email Reminder	Tick if to send an email reminder
Email Message	Pick the name of the saved message to use
Days in Advance	The number of days before the appointment to send the reminder	Used to generate schedule
Time of day	The earliest time that the reminders can be sent	Used to generate schedule
Call Landline	Tick if to call the landline with a voice reminder
Recording	Choose the voice recording to use
Voice Options	Open the voice options window
Days in Advance	The number of days before the appointment to make the call	Used to generate schedule
Time of day	The earliest time that the calls can be made	Used to generate schedule
Not at weekends	Tick if no calls to be made at weekends	Used to generate schedule

Note: When the user clicks SAVE DiaryBook will add the new setting and generate a schedule for it. To view or edit the schedule simply edit the reminder setting. See below.

Edit a reminder setting

To edit a setting the user clicks can either double-click the setting record or highlight the record and click the pencil icon on the tool bar within the Reminder Settings tab.

Reminder Setting Fields When Editing

Field	Description	Notes
Description	The name of the setting
Private	Is this setting accessible to other users
Send Text Reminder	Tick if to send a SMS text reminder
Replies to DiaryBook	Tick if client can reply to reminder back to DiaryBook
Text Message	Pick the name of the saved message to use
Send Email Reminder	Tick if to send an email reminder
Email Message	Pick the name of the saved message to use
Call landline	Tick if to call the landline with a voice reminder
Recording	Choose the voice recording to use
Voice Options	Click to open the voice options window

Schedule

The reminder's schedule is available to view, add, edit and delete when editing the reminder setting.

Schedule Tool Bar

The tool bar contains buttons and menus.

Button	Description	Notes
	Add a new record
	Edit the record	The first selected record
	Delete record	All selected records
	Refresh the grid

Schedule Grid

The grid contains the schedule for sending reminders for the current setting.

Column	Description	Notes
Time	The earliest time of day
Type	Message Type	Text, Email or Voice
Days in Advance	The number of days to send the reminder in advance of the appointment
Text Replies	Type of reply allowed. MyDiary or Default	MyDiary means replies come back to DiaryBook and the appointments page. Default means it takes the sender ID setting from the user profile.
Email Replies	Type of reply allowed. Default	Default means it takes the sender ID setting from the user profile.

Voice Options WIndow

Confirm - DiaryBook will prompt the client to press 1 to confirm attendance
Cancel - DiaryBook will prompt the client to press 3 if unable to attend
Callback action - when a client calls back they can get a recording or be transferred to your clinic
Forward Tel #: If the callback action is Forward Call type in number to forward call to
Voice Rec: if the callback action is Play Message choose the Voice Record to use

Feedback Page Tab

The Feedback Page tab includes settings to customize the email reminder feedback page that the client sees when they click the feedback URL inside their email reminder.

Field	Description	Notes
URL after feedback	The website to send the client to after they've given their feedback	Usually the user's website (optional)
Cancel Button	Show the cancel button on the feedback form
Unsure Button	Show the unsure button on the feedback form

Templates Tab

Templates are the actual SMS text message or email message to use in appointment reminders.

This tab consists of the following:

A tool bar for the templates containing buttons and menus
A grid showing the templates

Templates Tool Bar

The tool bar contains buttons and menus.

Button	Description	Notes
	Add Plain	Use to add a plain-text message for SMS reminders
	Add Graphical	Use to add a graphical email message
	Edit the record	The first selected record
	Delete record	All selected records
	Refresh the grid

Templates Grid

The grid contains the list of all Templates created for the account.

Column	Description	Notes
Name	The name of the template
Subject	Subject of the message (if email)

Voice Recordings Tab

Voice Recordings are recordings used in Voice Appointment Reminders. Appointment reminders by voice are comprised of two parts: a voice recording usually about general information like who, where and why, and a text-to-speech recording where DiaryBook's voice speaks the specific details of the appointment like the day, date and time.

This tab consists of the following:

A tool bar for the recordings containing buttons and menus
A grid showing the recordings

Voice Recordings Tool Bar

The tool bar contains buttons and menus.

Button	Description	Notes
	Select all records in the grid
	Deselect all records in the grid
	Add a new record
	Edit the record	The first selected record
	Delete record	All selected records
	Refresh the grid

Voice Recordings Grid

The grid contains the list of any Voice Recordings created for the account.

Column	Description	Notes
Name	The name of the recording	just for reference
Script	The script used in the recording
Controls	A play control (blue triangle)	Plays the recording as a WAV file on your device
Controls	A record control ()	Shows voice recording instructions

Voice Recording Window

This section describes the fields in the Voice Recording window. The window allows the user to add new records and to edit existing ones.

Editing a Voice Record

To edit a record the user can either double-click the setting record or highlight the record and click the pencil icon on the tool bar.

Adding a Voice Record

To add a new record the user clicks on the add a new record button in the tool bar

Voice Recording Fields

Field	Description	Notes
Name	The name of the recording	For reference
Your Script	The script for the actual voice recording	This can be read out when recording the voice
DiaryBook's Script	The script DiaryBook uses in the appointment reminder	Note merge fields are used to insert the appointment details. Comma marks tell DiaryBook to pause slightly.

Recording Your Voice

Once you have added a Voice Record you will need to make an actual recording. Records with actual voice recordings have a showing on the row.

To open detailed instructions on recording your voice for a particular record click the record control (). This will open a window with instructions on how to record your voice. You will need a telephone (recommended is a land-line telephone) to call DiaryBook and make your recording. The instructions will include the number to call as well as a pin number to use to access the correct record.

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