Appointment Reminders and Notifications

viggoVet can send appointment reminders and confirmation requests to clients through multiple channels. This page covers how the confirmation workflow operates, how to send messages manually, and how client communication preferences determine which channels they receive messages on.

Reminder configuration is managed by your clinic administrator in Settings.

Appointment confirmation workflow

When an appointment is created (either by your team or through online booking), it starts with a NOT CONFIRMED status. This is visible as a red badge in the Agenda view and on appointment detail cards.

The confirmation workflow works like this:

1. Appointment is created with NOT CONFIRMED status (red badge)
2. The client receives a confirmation request (via their preferred channel)
3. The client confirms, or your staff manually confirms
4. Status updates to reflect the confirmation

In the Agenda view, you can quickly scan which appointments still need confirmation by looking for the red NOT CONFIRMED badges. Appointments booked online by clients show a dark purple CLIENT BOOKING badge until your team confirms them from the Online Booking List.

Once a client arrives and is checked in, the badge changes to CHECKED IN

Sending messages from an appointment

You can send appointment details directly to a client from the calendar. Click any appointment block to open the detail popup, then click Send in the action links at the bottom of the card.

It’s useful for:

• Confirming a booking with the client in writing
• Sending a reminder when the appointment is coming up
• Sharing details after rescheduling so the client has the updated time

Client communication preferences

Each client profile has a “Receive messages on” setting that controls which channels they get notifications through. The available channels are:

These preferences are set on the client’s profile. When your clinic sends reminders or notifications, viggoVet delivers them through whichever channels the client has enabled.

If a client has not enabled any channels, automated messages won’t reach them. Your team would need to contact them manually (phone call, for example).

The Reminders page

A Reminders section exists in the main sidebar under the DASHBOARD area. This page shows reminders across your clinic, giving your team visibility into what follow-ups are pending or overdue.

Use the Reminders page to:

• See which clients have upcoming appointment reminders
• Track follow-up reminders after visits
• Identify clients who haven’t confirmed yet

What gets sent automatically vs. manually

Your clinic administrator configures the timing and content of automatic messages in Settings. The exact intervals (e.g., 24 hours before, 1 hour before) depend on your clinic’s setup.

Tips for managing confirmations

Check the Agenda view daily. Red “NOT CONFIRMED” badges tell you exactly which appointments need attention. Follow up early so clients have time to respond.

Use Send From Appointment Card for quick confirmations. If a client hasn’t responded to the automatic confirmation request, a direct WhatsApp message from the appointment card often gets a faster reply.

Keep phone numbers updated. WhatsApp, SMS, and Telegram all depend on having the correct phone number (with country code) in the client’s profile.

Review client preferences. If a client reports they’re not receiving reminders, check their profile’s “Receive messages on” settings. They may have no channels enabled, or the wrong channel selected.

What to do if something goes wrong

Client says they never received a reminder. Check their profile for correct contact details and verify their “Receive messages on” settings include an active channel. Also confirm with your administrator that automatic reminders are enabled in the clinic’s configuration.

Send from appointment card button doesn’t appear. Make sure the WhatsApp integration is configured for your clinic. This is set up by your administrator in Settings.

 All appointments show NOT CONFIRMED and no messages are going out. The automatic notification system may not be configured. Ask your clinic administrator to check the reminder and notification settings in Settings > Configurations.

Client confirmed but the badge still shows NOT CONFIRMED. The appointment status may need to be updated manually by your team. Click the appointment and update its status through the edit or status change option.

 Reminders page shows no data. Confirm that reminders are configured for your clinic. If the feature hasn’t been set up by your administrator, the page will be empty.

Note: Contact the viggoVet help if any of these problems persist after following the instructions.