Take Control of Your Schedule

Online Appointment Scheduling Features

Reminder Messages

Reminder messages are automatically sent to clients prior to their appointment (typically within 3 days of the appointment) and can ask the client to confirm, cancel, or request a reschedule.

Reminder Messages

Reminders by Email, SMS, or Voice

Set more than one type of reminder per appointment to reach clients in different ways and at different times.

Reminders by Email, SMS, or Voice

Custom Message Content

Customize the reminder message content and client confirmation prompt (if you select a prompt). The message can contain information pulled directly from the appointment. You can use mail-merge like fields to include information specific to each appointment.

Custom Message Content

Custom Message Timing

You have complete control over when your messages are sent. The messages can be sent relative to the appointment or at a specific time. You can also tell Apptoto which days of the week to send messages and which days to avoid.

Custom Message Timing

Follow-up Messages

Follow-up Messages are sent after the appointment based on conditions you specify and can include any content you wish. e.g. You can send a “make your next appointment” message if the client hasn’t returned after 6 months.

Follow-up Messages

Online Booking

Allow your clients to book appointments with you (or your team) online and from their mobile devices. Capture all the information you need to make the appointment successful. Appointments are created directly on your calendar. Fully integrated with Apptoto’s messaging platform!

Online Booking

Appointment Types

Let your clients choose what type of appointment they would like to book with you. Different booking configurations can be used for each type of appointment.

Appointment Types

Availability Options

You have complete control over when you appear to be busy and when clients can book with you. You can also control what times are available directly from your existing calendar.

Availability Options

Multiple Calendar Support

One booking page can represent multiple calendars. New appointments can always be added to one calendar, or they can be multiple calendars in a round-robin fashion, allowing you to have one place for clients to book across all of your office and staff members.

Multiple Calendar Support

Automatic Messaging

Appointments booked through the Online Booking system AND appointments that you create on your calendar by hand can be automatically reminded and sent follow-ups through Apptoto’s Messaging Platform. Supports Email, Text, and Voice calls!

Automatic Messaging

Google Calendar Integration

More and more appointment-based professionals are using Google Calendar™ to track their appointments. Apptoto integrates seamlessly with Google Calendar.™ Learn More

Google Calendar Integration

Outlook Calendar Integration

Microsoft Outlook is still used by more than 30% of appointment based professionals! Apptoto integrates seamlessly with Outlook Calendar™ (download required). Learn More

Outlook Calendar Integration

Office 365 Integration

Office 365 goes with you everywhere on every device – cell phone, tablet, computer. Apptoto goes with it, working easily with all calendars on all devices. Learn More

Office 365 Integration

Additional Features

Personalized Voice Reminders
Personalized Voice Reminders

Choose from a text-to-speech engine, record your own voice, or upload a pre-recorded mp3 file. Professional voice recordings are also available.

Caller ID & Reserved Numbers
Caller ID & Reserved Numbers

Voice messages are sent from your phone number. SMS messages can be also be sent from your number in certain countries. In the US, you can choose a number in you area code to send Voice and SMS messages from.

Online Booking
Online Booking

“Online Booking” allows your clients to book online through your own website or a customized Apptoto url.

One Time Messages
One Time Messages

“One Time Messages” can be sent to one or more clients/patients easily. This allows you to easily message all of your clients on a particular day at once. For example, you can send a message to all of your clients saying you need to reschedule their appointments.

2-Way Conversations
2-Way Conversations

Easily respond to your clients from the Apptoto website or directly from our real-time email notifications. Your clients will love that there is an actual person on the other end of the messages they receive from you!

Auto Replies & Actions
Auto Replies & Actions

Automatically respond and take action when your clients reply to messages. For example, you can respond with a custom thank you message when clients confirm, or send a notification to a staff member when clients respond with certain responses.
For details see our user guide.

Inbox/Outbox
Inbox/Outbox

Our new Inbox/Outbox feature lets you manage replies to your messages and see messages that have been sent on your behalf from Apptoto. You can also see what messages are scheduled to go out in the future!

Real Time Notifications
Real Time Notifications

You or anyone on your staff can be notified the instant a client responds with a confirmation, cancellation, reschedule request or with any additional information. Replies to the real-time notifications are sent back to your client or patient immediately!

In-Calendar Notifications
In-Calendar Notifications

Apptoto will update your calendar when clients are reminded and when they confirm, cancel, or request a rescheduling. This allows you to quickly see who is coming and who isn’t by simply glancing at your calendar on your favorite device.

In-Event Commands
In-Event Commands

Maintain complete control over who gets reminded by using Apptoto’s “In-Event” commands. These commands can tell Apptoto when to (and when not to) send reminders. A complete list of commands can be found in this support article.

Contact Information Extraction
Contact Information Extraction

Apptoto automatically extracts contact information from your appointments. It looks for names, phone numbers, and email addresses. You can optionally save the contact information to your address book for later use.

Group Appointments
Group Appointments

Apptoto will find and extract
multiple participants from your appointments, allowing you to send group messages and find out who is coming ahead of time.

Import Address Books
Import Address Books

Easily import and export to your Address Book in Google, Outlook, Office 365, Salesforce, or using our CSV/XML Import utility.

Contact Preferences
Contact Preferences

Use this option to specify reminder preferences for each of your clients.

Appointment Page
Appointment Page

SMS and Email reminders can contain a link to that participant’s Appointment Page where additional information about your location, company, and the appointment can be found. The content is completely configurable and can be tailored to each participant of the appointment or event.

Custom Add To Calendar Content
Custom Add To Calendar Content

If the client clicks “Add to calendar”, you have control over the suggested content for the event. This allows you to include additional information directly in the client’s calendar as well.

Multilingual Messages
Multilingual Messages

You can create multiple “Message Templates” that are triggered based off of the content of the appointment. One common use of this is to send reminders in Spanish to Spanish speaking clients.

Conditional Messages
Conditional Messages

Each message can be configured to only be sent if certain conditions are met. An example use of this feature is sending different messages for different types of appointments.

User Management
User Management

You can create a group Apptoto account and add additional users to that account. This is done automatically for you if you use Google Apps, otherwise you must request it from support.

Additional Logins w/ Permissions
Additional Logins w/ Permissions

You can create additional logins to give to your co-workers with either “Full” or “Agent” permissions. Agents can not make changes to your settings.

Multiple Calendars
Multiple Calendars

Connecting multiple calendars to Apptoto allows you to easily send messages for everyone on your staff using one account. Each calendar can have it’s own settings and messages if you want. Apptoto also works with shared calendars.

HIPAA Compliance Program
HIPAA Compliance Program

HIPAA Compliance is available for some subscription plans, and includes:

  • Account stored and run on HITRUST Certified servers for HIPAA Compliance (provided by Firehost)
  • All sensitive “at rest” data encrypted
  • All sensitive “in transit” data encrypted (this does not include SMS and Email messages sent)
  • Logging disabled on server
  • SSL used for all communication
  • Account disabled after 6 failed attempts
  • Courtesy compliance review of message content
  • Signed Business Associates Agreement (Group plan and higher)

Additional Features

Custom Url
Custom Url

Choose a custom url that you can send to anyone that requests a time to meet…or you can link to your booking page directly from your own website. Your booking page is fully customizable.

Or add it to your website
Or add it to your website

Alternatively, you can embed Apptoto’s Online Booking page on your website and allow clients to book appointments with you directly from your website!

Mobile Friendly
Mobile Friendly

Apptoto’s Online Booking Pages look great on any device. Clients can easily book with you
from where ever they are.

Custom Fields
Custom Fields

Apptoto can be configured to ask your clients and prospects customized questions when they book appointments.

Use the information collected during booking directly in the messages sent to clients and staff members through Apptoto’s messaging platform.

Time zone support
Time zone support

Time zones are handled seamlessly. Clients see available times in their timezone and their timezone is captured upon booking. Apptoto’s messaging platform can then properly send messages with the correct time to clients.

Address Book Integration
Address Book Integration

Clients and prospects that book appointments with you are automatically added back to your chosen Address Book (all address book types supported, including Salesforce, Google, Office 365).

Capture Mobile Numbers
Capture Mobile Numbers

Apptoto’s Online Booking pages default to capturing your client’s mobile number for authentication purposes. This ensures the client or prospect is real, and it ensures that Apptoto’s messaging platform will have access to their mobile number to send SMS/text messages reliably!

Additional Features

iCloud Integration
iCloud Integration

Apple’s iCloud service powers iPhone and Mac address book and calendars. Apptoto integrates with the iCloud service directly in order to send messages the appointments on your iPhone or Mac.

Microsoft Exchange
Microsoft Exchange

Exchange can be hosted or on-site. Apptoto can integrate directly with the calendars and address books stored in Exchange via Exchange Web Services (EWS).

Salesforce Integration
Salesforce Integration

Apptoto works hand in glove with Salesforce, the leading customer relationship management (CRM) software.

Clio Integration
Clio Integration

If your Law Firm uses the excellent Clio™ case management system, then you can benefit immediately by using Apptoto to automatically send appointment reminders, confirmations, and follow-ups to your clients.

CSV/XML
CSV/XML

If your existing system exports CSV or XML data, then Apptoto can work with it using our file import utility. Files can be imported into Apptoto via drag/drop, upload, or by emailing them to Apptoto on a daily or weekly basis. Apptoto also provides APIs to automatically upload files from your existing system.

SQL Databases
SQL Databases

If your existing system’s data is stored in a SQL Database, then chances are good that Apptoto can integrate directly with it. Email support@apptoto.com today and we can take a look!

iCalendar, CalDAV, CardDAV integration
iCalendar, CalDAV, CardDAV integration

iCalendar (or ICS), CalDAV, and CardDAV are popular standards for sharing or publishing calendars and address book information. Apptoto can integrate directly with services that leverage these standards. Some services that have been integrated include:

EMR / EHR Systems
EMR / EHR Systems

Apptoto can intergrate directly with your existing Electronic Medical / Health Record system. For help determining if Apptoto can work with your system, please email support@apptoto.com. Some systems we integrate with include:

Is your system not listed? We’ll build an integration for you!

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