The Inbox/Outbox tab is your central hub for managing all incoming and outgoing communications in Apptoto, whether they are tied to appointments, campaigns, or one-off messages.
Available Folders
To navigate between folders, find the “Inbox” dropdown menu to the left of the search bar. Clicking this will allow you to access all available Inbox/Outbox folders and subfolders.
Inbox
View all recent incoming messages that have not been archived. This includes replies from clients or patients and responses to confirmation or reminder messages.
Messages are automatically grouped by contact (name or phone number), and previous conversations can be viewed by scrolling up.
You can filter your inbox using the buttons/dropdowns above the list of messages:
- Date Picker: Select a date or date range from the dropdown. By default, this only displays messages related to “today’s appointments.”
- Attachment: Filter by messages that have/do not have attachments
- Unread: Filter by messages that have/have not been read
You can also filter your inbox by messages sent that are associated with:
- Appointments: Messages delivered to clients about an appointment on your calendar (e.g., reminders, booking confirmations, follow-ups)
- Campaigns: Messages delivered to clients from a calendar or appointment book campaign.
- Other: Messages that don’t fall into the above categories
Outbox
Displays all outgoing messages sent on your behalf, both automatically (e.g., appointment reminders, campaigns) and manually (via the “+Compose” button).
Like the Inbox folder, the Outbox folder is categorized by Appointments, Campaigns, and Other, and can be filtered using the same filters noted above.
Archived
Contains conversations you’ve archived manually. These threads are no longer visible in the default Inbox view but can be accessed anytime from this folder.
Archiving a Message
To archive a message, click the “Archive” button below the compose field.
Scheduled
A list of upcoming queued messages will be sent automatically at their scheduled times. Individual messages can be scheduled using the “+Compose” button.
Composed
Shows messages you’ve written and sent manually using the “+Compose” button. These may or may not be linked to a specific appointment or campaign.
Spam
This folder contains unwanted messages you’ve marked as spam. These may include irrelevant replies, wrong numbers, or messages you no longer want to engage with.
Note: Marking a message as spam does not block the number but will move it out of your primary inbox view. To block a number or email entirely from sending you messages, please add them to your blocklist.
Other Actions in the Inbox/Outbox
Keep an Eye on Unread Messages
A small number counter on the Inbox/Outbox tab shows how many unread messages are waiting, so you’ll never miss a response or confirmation.
Respond to Messages Quickly
Reply directly to incoming messages with ease. You can attach files, insert dynamic fields (like appointment times or names), and even use built-in templates if available (based on the appointment status).
Compose New Messages
Use the +Compose button at the top of the page to start a new conversation with any contact, even if it’s not tied to a specific appointment or campaign.
Use Bulk Actions to Stay Organized
Mark all messages as read or archive conversations in bulk using the three-dot horizontal menu near the top of the screen. The circular arrow refreshes your Inbox/outbox with any new messages. Keep your inbox tidy in just a few clicks.
Search for Specific Messages
Search conversations to find messages using the syntax link below.