Hello! In this guide, you’ll learn how to configure automated appointment reminders in LeadCenter.ai — helping you reduce no-shows and ensure clients never miss a meeting.

These reminders can be sent by email, text message, or both, and apply whether appointments are created internally or booked through your public calendar (BookMyTime.ai).

1. Accessing Appointment Reminder Settings

To get started:

1. Open your Calendar in LeadCenter.
2. Click the Calendar Settings button in the upper-right corner.
3. From the left-hand menu, select Appointment Reminders.

This opens the Appointment Reminders configuration page, where you can manage and customize how and when reminders are sent.

2. Reminder Intervals

LeadCenter allows you to automatically send reminders at four intervals before the scheduled appointment:

• 3 days before
• 24 hours before
• 2 hours before
• 15 minutes before

You can choose to send reminders via email, text message (SMS), or both.

Example:

To send both an email and text reminder 3 days before the appointment:

1. Select the 3-day radio button.
2. Choose Email and Text as the delivery method.
3. Select an Email Template and Text Message Template from the drop-down menus.

3. Selecting and Editing Email Reminder Templates

To choose or modify your email reminder templates:

• Click the “Email Templates” link on the reminders page.
• Use the Category Filter to view templates under “Appointments.”

By default, LeadCenter provides preloaded templates for:

• 3-day reminders
• 24-hour reminders
• 2-hour reminders
• 15-minute reminders

Example:

If you open the 24-hour reminder template, you’ll see the prewritten message that clients will receive one day before their meeting.

You can also create your own custom templates by clicking Add New Template.

Use shortcodes to personalize your emails dynamically — for instance:

• {Contact.FirstName} → inserts the recipient’s first name
• {Contact.LastName} → inserts the recipient’s last name
• {Appointment.StartDate} → inserts the appointment date and time

Once saved, these shortcodes automatically populate with the correct information for each contact.

4. Configuring Text (SMS) Reminder Templates

Click the “Text Templates” link to access the SMS Templates page.
You can filter templates by Appointment Category (e.g., First Visit, Client Review).

LeadCenter includes default text message templates for all four reminder intervals:

• 3 days before
• 24 hours before
• 2 hours before
• 15 minutes before

Each can be customized to match your tone and branding.

Tip: Keep text reminders short, clear, and action-oriented (e.g., “Hi {Contact.FirstName}, this is a reminder about your meeting with {Advisor.FirstName} on {Appointment.StartDate}. Reply 1 to confirm, 2 to reschedule, or 3 to cancel.”).

5. Enabling Text Reminder Functionality

To send text message reminders, you must have an active SMS Marketing License.

If your account doesn’t have one yet:

1. Click Add or Manage Virtual Numbers.
2. From this page, you can purchase or assign a virtual number for your office.
3. Once assigned, this number will be used to send and receive SMS reminders.

Be sure to click Save after configuring your reminder settings.

6. Enabling Client Reply Options (Confirm, Reschedule, Cancel)

LeadCenter allows clients to interact directly with reminder texts by replying with simple number codes:

• 1 → Confirm appointment
• 2 → Request reschedule
• 3 → Cancel appointment

To enable or disable this feature:

1. Click the Settings button at the top of the Appointment Reminders page.
2. Toggle “Allow clients to respond via SMS (1-Confirm, 2-Reschedule, 3-Cancel)”.
3. Click Save to apply the change.

This feature makes it easy for clients to confirm or reschedule, and updates are automatically reflected in your LeadCenter calendar.

Summary

Pro Tips

• Always test your reminders before rolling them out to clients.
• Use shortcodes to make messages feel personalized.
• Enable both email and text reminders for maximum engagement.
• Check that all templates match your brand tone and compliance requirements.

By setting up automated appointment reminders through text and email, you’ll save time, minimize no-shows, and provide a seamless scheduling experience for your clients.

Thank you for watching!