Appointment Reminders for Assessments and Visits

How appointment reminders work

Appointment reminders notify a client before an assessment or visit at their property. Fieldified can deliver them by email, text, or both.

Use reminders to:

• Reduce missed appointments
• Give the client time to prepare the property
• Confirm the date, time, location, and assigned team
• Collect an appointment confirmation

Reminders can run automatically from a schedule or be sent manually from an incomplete appointment.

Turn on automated reminders

1. Open Email Templates.
2. Open the request communication group for assessment reminders or the job communication group for visit reminders.
3. Enable the reminder.
4. Choose email or text as the delivery channel.
5. Select when the reminder should send.
6. Choose a fixed send time when required.
7. Customize the message template.
8. Save the automation.

Assessment and visit reminders are configured independently.

Decide when each reminder sends

Fieldified supports two timing models.

Relative to the appointment

The reminder is calculated from the scheduled start time. For example, a reminder set for one day before a Thursday appointment at 7:00 AM is scheduled for Wednesday at 7:00 AM.

At a chosen time of day

The reminder is sent on the selected day at a specific local time, such as one day before at 9:00 AM.

Use a fixed time for anytime appointments. An anytime visit has a date but no start time, so Fieldified needs a send time before it can schedule a text.

All reminder times use the timezone configured in Company Settings.

Queuing recently changed reminders

When an automation is enabled or an appointment is moved inside its reminder window, Fieldified evaluates whether the reminder should already have been sent. If it qualifies, the message is queued as soon as the updated appointment is processed.

Allow a short period for the message to appear in delivery history.

What happens after rescheduling

When a visit’s date or time changes:

1. Pending reminders based on the previous schedule are cancelled.
2. The new appointment time is evaluated against the reminder rules.
3. New reminders are scheduled from the updated date and time.

This prevents a reminder from directing the client to an obsolete appointment.

Build the email and text versions

Each assessment and visit reminder has a separate email and text template.

You can configure two reminder deliveries for an appointment. For example:

• An email several days before and a text the morning before
• Two emails at different intervals
• Two texts at different intervals

Add variables for details such as:

• Client name
• Appointment date and time
• Property address
• Assigned team member
• Arrival window
• Appointment link

Preview the message with a representative appointment before enabling it. See Use Variables in Client Messages.

Write reminder texts for reliable delivery

Keep text reminders concise, identify the business, and make the appointment purpose clear. Avoid unnecessary links, excessive capitalization, or promotional wording in a transactional reminder.

Twilio counts SMS in segments. GSM-7 text uses up to 160 characters for one segment, while Unicode content can reduce the single-segment limit to 70 characters. The Fieldified editor’s segment preview helps identify unexpectedly long messages.

Make a phone number eligible for texts

A reminder can be sent by text only when the client or contact has a text-capable phone number and has agreed to receive messages.

1. Open Clients.
2. Select the client.
3. Edit the relevant client or contact phone number.
4. Confirm that it is a mobile or otherwise text-capable number.
5. Enable the text-message preference after recording consent.
6. Save the client.

Do not enable texting for landlines or for recipients who have opted out.

Turn reminders off for one client

Automated reminders can remain enabled globally while being disabled for a specific client or contact.

1. Open the client profile.
2. Edit the client or contact.
3. Locate communication preferences.
4. Disable upcoming assessment and visit reminders.
5. Save the record.

This preference suppresses both assessment and visit reminder automations for that recipient while leaving other clients unchanged.

Send a one-time reminder

Authorized users can send a reminder directly from an incomplete appointment.

1. Open Schedule.
2. Select the assessment or visit.
3. Open its details.
4. Select the email or text reminder action.
5. Confirm the recipient.
6. Review the message.
7. Send it.

A one-time reminder is additional communication. It does not cancel or replace an automated reminder that is already scheduled.

Notify a client when a visit moves

Fieldified can offer a rescheduling message when a visit is moved by:

• Dragging it to another date or time
• Changing its duration
• Editing its schedule details

When prompted:

1. Choose email, text, or no notification.
2. Review the revised appointment information.
3. Edit the one-time message when needed.
4. Send the update.

For recurring work, the notification applies to the visit that changed. Other visits in the series retain their existing schedules.

Rescheduling notifications are for visits. Assessment communication continues through assessment reminders and booking confirmations.

See whether the client confirmed

The reminder can link the client to an appointment page showing the schedule, location, and assigned team. When the client selects Confirm Appointment, Fieldified records the confirmation.

Confirmation can be reviewed from:

• The activity feed
• The client profile
• The job’s visit list
• The individual visit

Use the confirmation as a readiness signal, not as a substitute for contacting the client when access or safety instructions remain unclear.

Review reminder delivery

Reminder history shows:

• Client and recipient
• Email address or phone number
• Assessment or visit
• Scheduled and actual send time
• Delivery channel
• Delivery status
• Appointment confirmation

If a reminder was skipped, verify the appointment timing, recipient preference, phone capability, consent status, and automation schedule.

Related articles

• Configure Client Email and Text Templates
• Booking Confirmations
• Client Message Delivery Checklist