- How does Apptoto know who to call?
- Which calendars does Apptoto support?
- How does Apptoto know who to email?
- How do Apptoto Reminders work?
- How does the caller id feature work?
- Is my calendar safe with Apptoto?
- Are my clients reminded automatically?
- Can I prevent Apptoto from calling certain phone numbers?
- Do I have to record my own voice?
- How do I know if an appointment has been reminded?
- What is the difference between [CONFIRMED] and [REMINDED]?
- What happens if the reminder goes to voicemail?
- Can I tell Apptoto to not remind someone?
- Can I tell Apptoto to remind someone without having "Auto Reminders" turned on?
- What if one of my clients doesn't want to receive SMS messages, or voice calls, or emails?
- Can Apptoto send just SMS reminders?
- Will Apptoto attempt to retry a client?
- Can Apptoto use my Google Contacts?
- Can Apptoto remind multiple people for the same appointment?
- What counts as a reminder for billing purposes?
- Can you connect multiple calendars to one account?
- Can each calendar have its own settings?
- Does Apptoto work outside of the US and Canada?
- Do you have an affiliate program?
How does Apptoto know who to call or SMS?
Apptoto reads your Google Calendar™ or Outlook Calendar™ and looks for upcoming appointments that have phone numbers including area code in the title or body. e.g. "Fred 9254111212" or "Wilma (925)-411-1212". If it finds an appointment with a phone number then it will automatically call/sms that person based on the schedule you define (by default it will call the day before the appointment).
Apptoto can also pull phone numbers from your Google Contacts, but this feature is turned off by default. If you are interested in enabling this feature for your account, please contact email@example.com
Which calendars does Apptoto support?
Apptoto currently supports:1. Google Calendar™
2. Microsoft Outlook™ (Apptoto plugin supports Outlook 2007, 2010, and 2013)
(download and installation required)
However, we are working on support for other calendars. If you have one in mind, please email us at firstname.lastname@example.org. If Microsoft Exchange is what you have in mind please visit this page to tell us which provider you use.
How does Apptoto know who to email?
Just like above, simply include the email address in the title or body of the appointment. e.g. "Fred email@example.com".
Apptoto can also pull email addresses from your Google Contacts.
How do Apptoto Reminders work?
The Apptoto Reminder system is designed to reduce no-shows. It does so by calling, SMSing, and/or emailing clients and reminding them of their appointments based on a schedule you setup (e.g. call clients between 3pm and 8pm the day before appts). A client can confirm or cancel the appointment when they receive the call, SMS, or email. The call can appear to come from your caller id, and the client can hear your voice.
How does the Caller Id feature work?
For voice reminders, your clients will see your number as the Caller Id. To set this up, simply click "Add your number" on the "reminders" tab when you are logged into your account. Unfortunately, this feature does not work for SMS reminders.
Is my calendar safe with Apptoto?
Yes, Apptoto maintains secure access to your calendar and will never remove data. It will update your calendar entries for you when your clients confirm/cancel appointments, but you can turn this off if you'd prefer. Apptoto will also never share your calendar data with any 3rd parties.
Are my clients reminded automatically?
Yes, once you've set up Apptoto, Apptoto will automatically call your clients and remind them of their appointments based on a schedule you define. For example, you can configure Apptoto to call 2 days before an appointment. By default, Apptoto will call 1 day before the appointment once "Auto Reminders" is turned on. If you'd prefer to manually control Apptoto, you can.
Can I prevent Apptoto from calling certain phone numbers?
Yes, besides adding [SKIP] to calendar entries, you can also request that certain phone numbers not be called. This is useful if your calendar entries sometimes include email signatures. If you need to have a phone number blacklisted for account, please send an email to firstname.lastname@example.org.
Do I have to record my own voice?
No, if you'd prefer not to record your own reminder message, Apptoto will speak for you.
How do I know if an appointment has been reminded?
You can log into your Apptoto account and check the status of upcoming appointments, or you can simply check your calenar. Apptoto will add "[CONFIRMED]", "[NOT COMING]", "[RESCHEDULE]", or "[REMINDED]" to the title of the appointment in your calendar.
What is the difference between [CONFIRMED] and [REMINDED]?
CONFIRMED means the client was called and pressed #1 to confirm that he or she is planning on coming. REMINDED means the client was called but did not confirm or deny the appointment. This means he or she either hung up, or the call went to voicemail.
What happens if the reminder goes to voicemail?
Your calendar entry will say "[REMINDED]". You can configure Apptoto to try again later that day if you'd like.
Can I tell Apptoto to not remind someone?
Yes, by not putting a phone number in the title (or body) Apptoto will not be able to call and remind the client. Alternatively, you can add "[SKIP]" anywhere in the appointment and Apptoto will automatically skip that appointment for you.
Can I tell Apptoto to remind someone without having "Auto Reminders" turned on?
Yes, if you don't want to remind everyone, but you do want to remind some clients. You can do this by leaving "Auto Reminders" turned off, and then putting [REMIND] in each appointment that you want reminders sent for.
What if one of my clients doesn't want to receive SMS messages, or voice calls, or emails?
You can include [NOSMS], [NOCALL], or [NOEMAIL] in the appointment.
Alternatively, if you have Google Contacts integration turned on, you can include [NOSMS], [NOCALL], and/or [NOEMAIL] in the notes section of the contact. That way any future appointments with that contact will use his/her preferences.
Can Apptoto send just SMS reminders?
Yes. Apptoto can be configured to always send SMS reminders instead of voice calls. Alternatively, you can tell Apptoto to send SMS for specific events by placing [SMS] in the title, location, or body of the calendar entry. If you also want to disable voice for that that appointment then you should include "[SMS] [NOCALL]" in the appointment.
Will Apptoto attempt to retry a client?
By default, Apptoto will try to call up to 3 times, and stop once the client answers the phone. You can configure this however. If you use SMS reminders then no retries are attempted.
Can Apptoto use my Google Contacts?
Yes, if you prefer to keep phone numbers and email addresses in your Google Contacts, Apptoto can use them to perform reminders. This feature is turned off by default. To enable it for your account, turn on "Google Contacts Integration" on your "Account" tab under "Advanced Settings." Once the feature is turned on, just be sure to add one of the contacts email addresses to the guest list in the calendar event.
Can Apptoto remind multiple people for the same appointment?
Yes, Apptoto treats each phone number and email address found in the goo Event as a different participant. Each participant receives a reminder and can confirm, cancel, or request rescheduling. If you want, you can turn off this feature from the "Advanced Settings" portion of the Account tab. By turning it off, only the first phone number listed will be called.
Also if you want to include a phone number and email address for one participant, then you can include them separated by a comma. e.g. "Fred 650-555-1212,email@example.com " would result in only one participant being tracked, whereas "Fred 650-555-1212 Wilma firstname.lastname@example.org" would result in two participants.
What counts as a reminder for billing purposes?
A "Reminder" in the Apptoto system includes all the phone calls, text messages, and emails necessary to remind one customer of one appointment. So, for example, if you have 3 appointments on Monday each with 1 participant, Apptoto will consider that 3 reminders. Its possible that it will actually require 7 phone calls (including retries) and 3 text messages on Sunday, but we will still consider it a total of 3 reminders used.
Can you connect multiple calendars to one account?
Yes, you add multiple calendars to one Apptoto account. Any calendar that is shared with you via Google Calendar or Outlook can be added to your Apptoto account. Note that person sharing his/her calendar with you has to allow you "Make changes" through the sharing mechanism.
Can each calendar have its own settings?
Yes! Once you've added two calendars, each calendar will have a gear (i.e. settings) icon next to it. You can customize the messages and when they are sent for each calendar. This is very useful if you use a different calendar for each staff member for example.
Does Apptoto work outside of the US and Canada?
Yes, Apptoto does work outside of the US and Canada. Apptoto will call/text any fully qualified number (e.g. +32484231111) you place in your appointments. You can also specify your home country on the "Account" tab. By setting the home country in the account tab, Apptoto will be able to more accurately extract phone numbers with and without your home country's calling code. e.g. if you select "United Kingdom" as your home country then Apptoto will be able to extract a number such as 023 1234 5678 as +442312345678.
Countries currently supported include:
Please email email@example.com to request that your country be supported. We can usually add it in a couple of days.
Please note that additional charges apply when calling mobile numbers in countries outside of the US, Canada, and Singapore.
Do you have an affiliate program?
Yes! if you are interested in reselling Apptoto, please email us at firstname.lastname@example.org.