Appointment Reminder Import | Appointment Reminder Features | Automated phone reminder | Appointment Phone Confirmation

Appointment Reminder

Auto Reminder

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Why should I use it?

Automated appointment reminders are more reliable because there is less chance of human error. Also, automation frees your staff of hours spent tracking appointments, dialing phones, waiting for answers, and leaving messages. Those hours can now be spent doing more important work.

Can appointments be confirmed using AutoReminder?

Yes, when a live person answers, they can press a key to automatically confirm their appointment. They can also press another key to cancel or to speak to a receptionist in your office.

Can the system be used as an appointment scheduler?

Yes, AutoReminder appointment reminder software includes an intuitive calendar for appointment setting and re-scheduling. No extra steps are needed to schedule a reminder call when you schedule an appointment. The software will automatically schedule the reminder call.

Can I personalize messages?

Yes, AutoReminder software includes a Message Designer for message personalization. For example, with Text to Speech, the autodialer can play "Hi Bob, ..." for Bob and "Hi Mary, ..." for Mary, making your call more personal and more effective.

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Import Appointments

If you are using another scheduling software or office management software to make appointments, you can export the appointments in a comma separated file, then have Voicent AutoReminder import the file and make reminder calls. The import file format is specified below:

Contact, Phone, Start Time, End Time, Call Time, MessageID, Notes, Include Notes, Category, Confirmation, User, Audio File, Room, SMS Number, SMS Send Time, SMS Message ID, SMS Include Notes, Email Address, Email Send Time, Email MessageID, Email Include Notes

The First three fields are required fields. Each appointment is specified in a single line. The first line is ignored and can be used for table headings. The following is a sample line:

"John K", "123-3456", "11/02/2003 10:00 am", "", "11/01/2003 10:00 am"

Please note that the first line is ignored if importing from a file. The first line is usually a header row.

Import Appointments From A File

To import, from program main menu, select Appointment > Import Appointments... .

Using A Conversion Program

Some scheduling program can only export/print a fixed format. That format might not be recognized by Voicent AutoReminder. In this situation, a conversion program is needed.

Please contact our service organization if you need such a conversion program.

Details Of Import Fields

Parameter	Meaning	Value/Format
Contact	Attendee contact	Name (comma separated for group)
Phone	Attendee phone	Phone number (comma separated)
Start Time	Appointment Start Time	MM/DD/YYYY HH:MM AM/PM The time the appontment will begin.
End Time	Appointment End Time	MM/DD/YYYY HH:MM AM/PM If not specified, the default appointment length is used
Phone Call Time	Reminder call time	MM/DD/YYYY HH:MM AM/PM If the value is empty, no reminder call is set. If the value is "Now", reminder call is set to the current time; if the value is "Ask", a dialog window will be shown during import to collect user input
Message ID	Message ID for telephone reminder	Message ID name created using the Telephone Message Designer. If not specified, <System Provided> will be used
Notes	Appointment Notes	Any text notes. Notes can be referenced in the Message Designer's Standard item dialogue, or included by adding 1 to the include notes field
Phone Include Notes	Include notes in the phone reminder?	Set to 1 if you want the reminder call to play notes using text to speech. Set to 0 otherwise
Category	Appointment category	The desired Catagory name
Confirmation	Reminder call confirmation	Set to 1 if you want reminder call confirmation. Set to 0 otherwise.
User	Calendar user	Name of calendar user. Only available in multi-user Enterprise Edition.
Audio file	Audio file to be included in reminder call	Wave file path name. Format must be PCM 8KHz, 16 bit, mono
Room	Room for appointment	Name or number of the room.
SMS Number	Attendee SMS phone	Cell phone or SMS capable device number.
SMS Send Time	Reminder SMS time	MM/DD/YYYY HH:MM AM/PM; If the value is empty, no reminder SMS is set. If the value is "Now", reminder SMS is set to the current time; if the value is "Ask", a dialog window will be shown during import to collect user input
SMS Message ID	Message ID for SMS reminder	Message ID name created using the SMS Message Designer. If not specified, <System Provided> will be used
SMS Include Notes	Include notes in the SMS reminder?	Set to 1 if you want the reminder SMS to display notes. Set to 0 otherwise
Email	Attendee email address	An email address
Email Send Time	Reminder SMS time	MM/DD/YYYY HH:MM AM/PM; If the value is empty, no reminder SMS is set. If the value is "Now", reminder SMS is set to the current time; if the value is "Ask", a dialog window will be shown during import to collect user input
Email Message ID	Message ID for email reminder	Message ID name created using the Email Message Designer. If not specified, <System Provided> will be used
Email Include Notes	Include notes in the email reminder?	Set to 1 if you want the reminder email to include the notes. Set to 0 otherwise