Send Appointment Reminders in Infusionsoft

Wouldn’t it be great if you could automatically send appointment reminders via phone call or SMS text message? With the Infusionsoft software, you can. Setting up appointment reminders is quick and easy process that should take no more than about 10 minutes, and we’re going to walk you through the steps in today’s blog post.

Create Custom Fields

The first step in setting up appointment reminders is to create custom fields. If you have a business meeting on August 17, for instance, you’ll need to create a custom field for the actual date and time of the meeting (August 17), as well as prior to the event. Why do you need a custom field before the meeting takes place? Remember, the entire purpose of this tutorial is to create a reminder, and you probably want to be reminded about the event before August 17; otherwise, it’s not going to do much good.

So, go ahead and create two custom fields: one for the actual date and time of the event, and another for when you want to be reminded.

Decision Diamond

You can add new rules to your reminder via the Infusionsoft Decision Diamond. This will dictate when your campaign will send the reminder.

Setting Up Your Reminder Sequence

The main element of an Infusionsoft reminder lies within the sequence. A typical sequence may follow something along the lines of Start > Immediately > Wait until 2 days before the meeting > send Reminder > Wait until 1 day before the meeting > send Reminder > event. This otherwise simple sequence will send you a reminder twice before the event. You’ll receive a reminder 2 days before the event, and you’ll receive a second reminder the day prior to the event. This is just one of the many ways in which a reminder sequence can be set up, so feel free to adjust yours to meet your needs.

Send Confirmation Now Sequence

If you click the box labeled “send confirmation now,” this sequence will run in your Infusionsoft campaign, delivering the message that you had previously created.

Send Before 24 Hour Sequence

As the name suggests, this sequence will send your reminder 24 hours before the event is scheduled to take place. You click the checkbox to enable this sequence.

Call Loop

You can also create a reminder via the Call Loop trigger. This is done by creating a trigger name, choosing either voice broadcast or SMS text message, and including your message. Infusionsoft supports several different tokens, such as [FNAME] for the contact’s first name and [appt] for appointment date and time. There’s a finite amount of space available in the Call Loop message field, so use it wisely.

Hopefully this will give you better understanding of how to set up reminders within the Infusionsoft software. Infusionsoft is a power customer relationship management (CRM) tool, but it’s also useful for creating simple things like reminders.

Did this tutorial work for you? Let us know in the comments section below!