Accessing the Notification Center
Log into your AesthetiDocs account.
Navigate to the Marketing tab on the left-hand sidebar.
Select Email and SMS Notifications.
You will now be in the Notification and Campaign Center, which is divided into three main sections:
Email Notifications: Automatic emails sent for events like bookings and reminders.
SMS Notifications: Automatic text messages for the same events.
Marketing Campaigns: Proactive emails or texts you send for promotions or newsletters.
1. Managing Email Notifications
Turning Notifications On/Off
Notifications with a green tick are active.
To enable or disable a notification, simply check or uncheck the box next to it. The change takes effect immediately.
Editing a Notification
Click into any notification (e.g., "Appointment Reminder") to customize it.
Edit Content: The system provides default messaging. You can edit the text to fit your clinic's voice. If you make a mistake, use the Restore Default Message button.
Preview & Test: Use the Preview button to see what the message looks like. You can also send a test email to yourself by entering your email address.
Configuring Notification Settings
Click the Settings button (the gear icon in the top right) when viewing a notification to adjust its parameters.
Timing: Control when the notification is sent. For example, you can change an appointment reminder from 2 days before to 24 hours (1 day) before the appointment. You can set timings in minutes, hours, days, or months.
Filters: By default, if the staff, location, and treatment filters are blank, the notification is sent to everyone. To target specific patients (e.g., only those who booked a particular service), use the filters to select specific treatments or categories.
Creating a New Custom Notification
To create a bespoke notification (e.g., a specific recall reminder):
Click Create New Notification.
Name: Give it a clear name (e.g., "Anti-Wrinkle 4-Month Recall").
Trigger: Select the event that triggers the notification (e.g., "Rebook Reminder").
Schedule: Set when it should be sent (e.g., "4 months after" the appointment).
Filters: Use the treatment filters to ensure it only goes to relevant patients (e.g., select all services in the "Anti-Wrinkle" category).
Click Save. The notification will be created using a pre-defined template, which you can then edit. Remember to turn it on using the toggle.
Pro Tip: Collecting Reviews
The Appointment Completed notification is perfect for follow-ups and review collection.
In the notification settings, you can set it to be sent 24 hours after treatment.
In the message template, you will find a placeholder for a review link.
Get your review link from Google, Facebook, or Trustpilot.
Highlight the placeholder text, click the link icon in the editor, and paste your URL.
Save the notification. Patients will now receive a review request automatically.
2. Managing SMS Notifications
SMS notifications function identically to email notifications. You can turn them on/off, edit the message content, and configure their settings.
Important: SMS messages require credits.
Check your credit balance in the SMS section.
To top up, click Top Up and purchase the desired number of credits. Emails are unlimited and have no charge.
3. Creating Marketing Campaigns
Marketing campaigns are for proactive outreach, such as special offers or newsletters.
Click Create New Campaign.
Basic Details: Give the campaign a name and select Email or SMS.
Scheduling: Choose to send it immediately or schedule it for a specific date and time.
Sender Details: Set a "Reply-to" address and sender name so replies come directly to your clinic.
Target Audience: Select which patients to send it to. You can send to all patients or use advanced filters like age, gender, appointment history, or birthday to target a specific group.
Need More Help?
We hope this overview helps you manage your communications effectively. If you have any questions or need further assistance, please get in touch with our support team. We're always glad to help!