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Reminders

ConnectWiz sends reminders on your behalf: before an appointment, when a service is due again, after a visit, when a package session is due, on a birthday or before a date on file expires, and when a payment is overdue. Your team gets its own reminders too: a task's reminder time, a lead nobody has answered, and a patient's after-care concern.

Everything is set up in Settings → Reminders. Each reminder is a rule. Start from a ready-made one under Add from ready-made patterns. It arrives switched off with words in Turkish and English. Read it, change what you like, then switch it on.

What a rule decides​

  • What it watches: an upcoming appointment, a repeating service, a finished visit, a package, a date on the person, or an open payment.
  • When: for example "24 hours before", "the day after the visit at 10:30", or "30 days before it expires". Messages that look at a day go out at the rule's send time on that day.
  • Purpose: transactional (about something the person already has, such as an appointment, after-care or a package) or marketing (an invitation, such as a repeat nudge, a birthday greeting or a review request). Marketing reminders need the person's marketing consent, carry a "No marketing messages" button or an unsubscribe link, and count towards the per-person limit (by default two in 14 days).
  • Channels: the order in which WhatsApp, SMS and e-mail are tried.
  • Buttons: what the person can answer with, such as I'll be there, Cancel, Another time, Book now, I'm fine or I have a concern.

Every reminder is checked again just before it is sent. If the appointment was cancelled, the person already booked the service, or the payment came in, it is skipped. The Queue tab shows the reason for each skipped reminder.

After a visit​

After-care check-ins (day 1 and day 7)​

  1. Open the service in Catalogue. Under Recurrence & reminders, switch on After-care check-ins.
  2. Add the After-care check-in (day 1 and day 7) pattern and switch it on.

The day after the visit, and again a week later, the patient is asked how they are, with I'm fine and I have a concern buttons.

A concern always goes to a person. If the patient taps I have a concern, or replies within three days with one of the after-care alarm words (such as bleeding, fever or swelling), the following happens:

  • The AI assistant stops answering in that conversation, and the conversation is handed to your team.
  • The colleague who performed the treatment is alerted on the bell and on the phone, along with whoever owns the conversation and the contact. If nobody owns any of them, the department lead and supervisors are alerted instead, and admins if there are no supervisors.
  • The patient is told that the team has their message.

You can edit the alarm words under Settings → Reminders → Defaults. They match anywhere in the message, so a false alarm costs a colleague a glance, while a missed one could cost a patient.

Review requests​

The Review request template sends your review link two days after a visit. If you have connected a Google Business location, its own "write a review" link is used. Otherwise, use the link you enter under Defaults → Review link. Everybody who visited is asked, whatever the visit was like. Nobody is asked again within six months. A review request is a marketing message.

Packages and sessions​

Packages (for example "6 laser sessions") have their own balance in ConnectWiz.

  • Define the package in Catalogue: create an item of kind package, list its services as components, and under Package set the number of sessions (empty = the sum of the components), the gap between sessions, and how long it stays valid.
  • A confirmed sale grants the package to the customer automatically. You can also add one by hand on the contact card under Packages. Adding and correcting packages needs the Grant and correct session packages permission (admins and supervisors by default).
  • Take a session from the contact card under Packages after the visit. ConnectWiz never takes a session on its own: when someone has two packages, a person decides which one the visit came out of. A session taken by mistake can be given back, and the ledger keeps both entries.

Two templates use packages:

  • Package: next session: three days before the next session is due, and a week after if nothing was booked. Booking a session for one of the package's services stops it.
  • Package: expiring: 30 and 7 days before the package expires while sessions are left. It stops once every remaining session is booked.

Dates on the person​

  • Birthday greeting: on the day, from the contact's birthdate. This is a marketing message. A birthday on 29 February is celebrated on 28 February in other years.
  • Date reminder: before any date field you keep on contacts, such as a passport or policy expiry. Choose the field in the rule. A rule without a field cannot be switched on. If the date on the contact changes, reminders for the old date stop.

Payment reminders​

The Payment reminder template is switched off until you turn it on. It sends one friendly message the day after an open receivable falls due. A week later it creates a call task for a colleague instead of sending a second message. If the payment has been recorded by then, nothing more happens.

Reminders for your team​

Under Settings → Reminders → Defaults → Staff reminders:

  • Task reminders: set Remind me at on a task, and the person it is assigned to (or whoever created it) is alerted at that time, once. If you move the time, the reminder fires again at the new time.
  • Lead follow-up: an ad lead still marked new with no reply from a colleague after the set number of hours (4 by default) alerts its owner, once. If nobody owns the lead or the contact, supervisors and admins are alerted.

Each member can mute these on their own under Profile → Notifications → Reminders & follow-ups.

Opting out​

A person stops marketing reminders with the "No marketing messages" button, the unsubscribe link, or Meta's own "Stop promotions" control. A word inside a message never unsubscribes anyone (see SMS and İYS). Transactional reminders, such as appointments, after-care and packages, are not affected.