How to Customize Appointment Confirmation Messages in FurFlow

Customising your appointment messages helps you maintain a personalised and professional experience for your clients. In this guide, we will walk you through how to customise the messages that go out when an appointment is made.

1. Navigating to the Automation Tab

To begin, head over to the Automation tab located in the left-hand menu. Here, you’ll see several options for automation workflows. For appointment confirmations, you’ll need to focus on the Appointments section.

2. Understanding Appointment Workflow

In the Appointments section, you’ll see different types of appointment-related actions. The most common one is the Appointment Confirmation, which is triggered once an appointment is confirmed. Here’s how you can set it up:

• Confirmation Email Trigger: Whenever an appointment is confirmed, whether booked online or manually entered, this trigger will initiate the workflow.
  
  

• Setting Up the Email:
  
  

  • The first step in the workflow is to send an email.
    
    

  • The sender name is usually your business name (this can be customised).
    
    

  • The sender email is your location’s email, which was used to sign up for FurFlow.
    
    
    
    

3. Customising the Email Content

You can personalise the subject and content of the email using custom fields. These custom fields pull data directly from the contact or appointment details. For example:

• The subject might read: "Your Appointment Confirmation for [Pet's Name]".
  
  

• You can include custom fields such as the pet’s name, appointment date, and location details in the message.
  
  

4. Adding Google Calendar or Outlook Links

For convenience, your clients will have the option to add the appointment to their Google Calendar or Outlook Calendar directly from the email. You can also include options for clients to cancel or reschedule the appointment if necessary.

5. SMS Reminders Before the Appointment

The next part of the automation sends reminders:

• 24 hours before the appointment, clients receive both an email and an SMS reminder.
  
  

• 1 hour before the appointment, another reminder is sent.
  
  

If you prefer not to send SMS for appointment confirmations, you can easily disable that feature. Alternatively, you can replace the email with an SMS message and customise the text.

6. Handling Reschedules

If the client reschedules, the workflow will take a different path. The end-of-groom report will only be triggered if the client shows up for the appointment, ensuring that your system doesn’t prompt unnecessary tasks for rescheduled clients.

7. Test and Play Around with the Workflow

FurFlow gives you the flexibility to create new workflows from scratch. For example, you could create a new workflow for a birthday reminder for a pet. You can experiment with different triggers and actions without affecting the main system. Once satisfied, you can save or delete workflows as needed.

This process will help you ensure that all communications are tailored to your salon’s needs and your clients’ preferences.

Watch the tutorial video here: How to Customize Appointment Confirmation Messages