GUIDES
Appointment Diary
The schedule function is available on the PRO and TEAM plans.
Video : how to set up the schedule and book appointments (5:23)
GENERAL SET UP
Schedule Settings
Set up the overall opening and closing time for your practice. You can also set the minimum increments of the appointment schedule/grid to suit your work.
Who controls these settings? Account owner or admin user.
Notifications & Reminders
Smilenotes helps you prevent no-shows and missed appointments by automatically emailing your clients/patients. You can send notifications to confirm bookings and send reminders shortly before an appointment is due.
How to set up and enable notification and reminder emails for your clients / patients:
1) You must complete your location profile details for each ‘location’ you are using for this function to work: (go to Settings page, Schedule > Locations then ‘Manage Profile’)**
2) Switch on ‘Email notifications’ and reminders**
Make sure for every client who wishes to receive emails, you have provided a valid email address (in the Contact section) and checked the box ‘Consent to emails notifications and reminders’ within the client profile.
TIP: if you add your business logo (Settings Page > Account, then 'Business' tab), this will be added to all notification and reminder emails sent to patients.
**Please note, you'll need to be the account owner or an admin user (on a Team account) in order to set up step 1) and 2) above.
Who controls these settings? Account owner or admin user.
Locations
Smilenotes uses the term 'Location' to describe the geographic location of your workplace. If you work at different places you may wish to create multiple locations in Smilenotes. Each location you set up gets its own schedule for managing patient bookings. If you're using the Team plan, you can add specific team members to each location depending on who works there.
Who controls these settings? Account owner or admin user.
SETTING UP STAFF (TEAM MEMBERS)
To edit staff schedule settings click on the team member profile
Treatments / Services
Each user can set up a list of treatments/services they normally provide. You can customise the allocated appointment time and colour code each treatment to make make things easy to read on the schedule. Once set up, you can book appointments and quickly select a relevant service/treatment type from your list.
Who controls these settings? Individual user, account owner, admin.
Shifts (staff working hours)
Define your working sessions so that its easy for yourself, reception staff and others to view when you are available to see patients.
Who controls these settings? Individual user, account owner, admin.
Breaks & Holidays
Define regular breaks, time off and holidays.
Who controls these settings? Individual user, account owner, admin.