Objective
This SOP explains how to access the notification and campaign center in AesthetiDocs, review and edit email/SMS notifications, create custom notifications, and set up marketing campaigns. It is designed to help team members confidently manage automated patient communications and promotional messaging.
Key Steps
1. Access the Notification and Campaign Center 0:11
Log in to your AesthetiDocs account.
From the left-hand menu, select Marketing.
Click Email and SMS Notifications to open the Notification and Campaign Center.
Use this area to manage:
Email notifications
SMS notifications
Marketing campaigns
2. Understand the Difference Between Notifications and Campaigns 0:42
Email and SMS notifications are automated messages sent to patients without manual intervention.
Common examples include:
Booking confirmations
Appointment reminders
Appointment follow-ups
Review requests
Marketing campaigns are proactive messages sent on an ad hoc basis.
Common examples include:
Special offers
Newsletters
Promotional updates
3. Review and Turn Email Notifications On or Off 1:36
Review the list of available notifications in the email notification section.
Check the status indicator beside each notification:
Green tick = notification is turned on
No green tick = notification is turned off
To enable a notification, tick the box next to it.
Confirm the green tick appears to ensure the notification is active.
Example: turn on a three-month rebook reminder by ticking its box.
4. Edit the Content of a Specific Email Notification 2:09
Click into a specific notification, such as Appointment Reminder.
Review the default message content that will be sent to patients.
Edit the wording directly in the message fields as needed.
If changes are incorrect, select Restore Default Message to revert to the original template.
Use Preview to see how the message will appear to the patient.
Send a test email to yourself by entering your email address to verify the final output.
5. Adjust Notification Timing and Filters 3:12
Open the Settings button in the top-right corner of the notification screen.
Review the current send timing, such as an appointment reminder being sent two days before the appointment.
Change the timing as needed:
Days
Hours
Minutes
Months
Use filters to target specific audiences:
Leave staff location and treatment filters blank to send to all applicable patients.
Select specific services or treatments if the notification should only apply to certain bookings.
Click Save to apply all changes.
6. Configure Booking Confirmation Notifications 4:38
Open the Booking Confirmation notification settings.
Review the message and timing as needed.
Ensure the option Send copy to clinic admins is ticked.
This ensures the clinic receives a notification whenever a patient books an appointment.
Click Save to confirm the settings.
7. Create a Custom Rebook or Recall Notification 5:13
Select Create New Notification to build a bespoke notification.
Enter a clear name for the notification, such as Anti-wrinkle 4 month recall.
Choose the trigger type, such as Rebook Reminder.
Set the schedule for when the message should be sent, for example 4 months after treatment.
Apply treatment filters so the notification only goes to relevant patients.
Example: target patients who received anti-wrinkle treatments in specific areas.
Click Save to store the new notification.
Turn the notification on once it is ready to send.
8. Set Up Appointment Completed Follow-Up and Review Requests 6:40
Open the Appointment Completed notification.
By default, it is sent immediately after a treatment is completed.
Use Settings to change the timing, such as sending it 24 hours after treatment.
Update the template to include a review request or feedback link.
Highlight the relevant text, click the link button, and paste in the review URL from:
Google
Facebook
Trustpilot
Another review platform
Click Save.
This will send patients a follow-up email with a request to leave feedback or a review.
9. Manage SMS Notifications and Credit Balance 8:10
Navigate to the SMS notifications section.
Manage SMS notifications the same way as email notifications:
Turn them on or off
Edit content
Adjust timing and filters
Check the SMS credit balance before enabling or sending text notifications.
If needed, top up the account with the required number of credits.
Remember that email notifications are not charged, but SMS messages require available credits.
10. Create a Marketing Campaign 9:00
Go to the Marketing Campaigns section.
Click Create New Campaign.
Enter a campaign name.
Choose the delivery method:
Email
Text message
Set the send time:
Send immediately
Schedule for a specific date and time
Add a reply address so responses go directly to the clinic.
Set the sender name so the message appears to come from the clinic.
Select the target audience using filters such as:
All patients
Age
Birthday
Appointment history
Gender
Save the campaign once all details are complete.
Cautionary Notes
Always preview or test a notification before enabling it for patients.
Be careful when editing default templates; use Restore Default Message if needed.
Confirm timing settings before saving, especially for reminders and follow-ups.
Leave treatment/location filters blank only when the notification should apply broadly to all relevant patients.
For booking confirmations, ensure Send copy to clinic admins is enabled so the clinic receives booking alerts.
SMS notifications require sufficient credit balance before they can be sent.
Tips for Efficiency
Use predefined templates whenever possible to save setup time.
Keep notification names clear and specific so they are easy to identify later.
Use filters to target only the relevant patient groups and reduce unnecessary messaging.
Schedule follow-up messages, such as review requests, at a delay that gives patients time to respond appropriately.
Save changes after every update to avoid losing edits.
Use test emails to verify formatting, links, and message content before activating a notification.