Send automated and one-time Text/SMS messages to appointments.
Send fully customizable emails to appointments.
Send voice calls over the phone to appointments.
You can upload multiple MP3 files to use your own in voice reminders and messages.
Apptoto has the ability to confirm if a phone number is a landline or mobile phone and then send text messages or phone calls based on type.
Automate appointment reminder messages and confirmation requests. Typically these are sent within 3 days of the scheduled appointment. Customize content and timing of these reminder messages.
Trigger custom messags to send automatically to the client when an appointment is scheduled on your calendar.
Reserve your own Apptoto phone number in your local Area Code for sending and receiving appointment messages.
Each message can be configured to only be sent if certain conditions are met. For example you can create a rule that sends a specific message to an appointment with the word "initial consultation" in the title.
Create multiple “Message Templates” that are language-specific. Use rules to trigger appropriate language.
Real-time notification to you or your staff when a client responds with a confirmation, cancellation, reschedule request or with any additional information. You can then respond directly through the notification back to your client with our 2-way messaging feature.
Easily respond to clients from the Apptoto website or directly from email notifications. Your clients will love that there is an actual person on the other end of the confirmation messages.
Manage reminder and marketing opt-in and opt-out lists from inside of Apptoto, allowing you stay compliant with TCPA, CAN-SPAM Act, and Canada’s Anti-Spam laws.
Schedule automatic follow-up messages after appointments takes place to complete a task like a followup survey, schedule their next appointment, or instructions on next steps.
Reserve multiple phone numbers and assign them to fit your needs. ie locations or provider-based numbers.
Create auto-response bots that will take action when clients reply to messages. For example: a custom thank you message sent to all clients who confirm or create an internal bot to notify the appropriate staff member when a client take actions.
Configure Apptoto to send appointment messages to internal staff. For example: Notify staff members when a reschedule takes place or if one of their clients cancels.
Clients can transition seamlessly from the automated phone call reminder to a live call with your staff.
Set up multiple office locations to then be automatically used in reminders based on keywords found in the event (e.g. Downtown).
Create customized booking pages to send directly to your clients or embed on your website.
Book as many appointments as you want through Apptoto! Apptoto only charges for appointments that messages are sent for.
Availability Pages are used to allow your clients to book new appointments with you based on your calendar(s) availability.
Sign Up Pages are used to allow clients to add themselves as participants to existing events. For examples, create a sign up page to allow clients to sign-up for Classes, Webinars, Seminars, etc.
Customize appointment types and booking configurations. ie Haircut, Full Highlight and Haircut, Color Only.
Use Apptoto’s two-factor authentication during online scheduling to ensure that the client provides their cell phone number to then be used for reminder purposes. Remember, booking the appointment is only half the battle… getting them to show up is the other half!
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 like parking instructions or forms to bring.
Create custom fields on your bookings page to be added to your contact and event records. ie birthdate, appointment type, etc.
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.
Easily block off standard holidays and custom holidays. E.g. easily block off December 26th-December 30th each year.
Configure Fonts/Colors/Layout and content using our WYSIWYG editor to maintain a consistent look and feel for your brand.
Further alter your Booking Page design by customizing CSS (Cascading Style Sheet) rules. Your web designer will love this.
Automatically matches to an address book entries based on the Full Name found in events, associating the relevant phone numbers and emails.
Appointments are updated in real-time on your calendar to show which appointments have been reminded, confirmed, cancelled, or have requested rescheduling.
Easily connect your Address Book with Apptoto and Apptoto will use the contacts automatically when sending messages. Save new contacts directly to your Address Book when Apptoto finds them in your calendar.
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. Commands include #remind, #followup, #skip, etc.
Include custom information in events and contacts to plug into your messages. Commonly used for appointment types, locations, or special instructions.
Allows your account to integrate with external web services (such as Zapier) that we don’t offer direct integrations with.
Application Program Interface – similar to webhooks, allowing you to set up a custom integration with your own software. Request access by sending an email to email@example.com.
Create additional logins to give to co-workers with either "Full" or "Agent" permissions. Agents can not make changes to your settings and can be restricted to specific calendars.
Import contact lists or events from a CSV using our CSV/XML Import utility. New imports can be uploaded manually, via API, or by email.
Powerful search allows you to quickly search your calendar and inbox to help you find what you need.
Group appointments for a participant at the same time, on the same day, or the same week to avoid sending multiple messages to that client. Particularly handy if the client has back-to-back services scheduled, or if the same client appears on multiple calendars at once.
Visual digest for your account data, as well as daily report emails to keep you updated on appointment statuses and client responses.
Your account is stored and run on HITRUST Certified servers for HIPAA Compliance
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.
Each contact included in an Apptoto campaign counts as one "appointment credit".
Send messages (SMS and Email) to existing clients in order to invite them to book an appointment with you. Campaigns can track who has booked and who hasn’t and continue to send messages until they do.
Run campaigns that target contacts who haven't been back to see you a while.
Run campaigns for marketing purposes and avoid sending messages to clients who haven't given you explicit permission to do so.
Easily send one-time messages to appointments or contacts (regardless of if they have an appointment with you).
Incoming SMS/Text messages sent to your reserved Apptoto phone number are routed to your inbox and you can respond easily.
Easily blast all of the appointments on a particular day a message over SMS/Call/Email to keep them informed. e.g. send all of your appointments a message letting them know you're running late, or that the location has changed.
Easily ask existing appointments to reschedule and pick a new time, no matter how they were originally booked (online, in person, or over the phone).
Set up templates for common messages that you send.