Appointment Letters are notifications that patients see when they have booked an appointment online.

You can customize the online booking landing page a patient sees when they receive a confirmation message and they view their appointment details.

You can customize the text by navigating to Settings > Custom Text > Online Booking > Appointment Letter.

Appointment letters are organized into the following types based on the appointment status when the patient e-books an appointment:

  • Being Confirmed: The screen a patient sees when their appointment needs to be confirmed by someone in the clinic (appointment status: ‘Requested’).

  • Cancelled: The screen a patient sees when their appointment has been cancelled (appointment status: ‘Cancelled’).

  • Confirmed, Action Required: The screen a patient sees when their appointment has been confirmed BUT they have a pre visit Qnaire to fill out (appointment status: ‘Action Required’).

  • Confirmed, Completed Qnaires: The screen a patient sees when they have completed their pre visit Qnaires (appointment status: ‘Confirmed’).

  • Confirmed, No Action Required: The screen a patient sees when they have a confirmed appointment and no Qnaires to fill out (appointment status: ‘Confirmed’).

  • Rescheduled, Action Required: The same as it's confirmed counterpart but in the status Rescheduled. 

  • Rescheduled, Completed Qnaires: The same as it's confirmed counterpart but in the status Rescheduled. 

  • Rescheduled, No Action Required: The same as it's confirmed counterpart but in the status Rescheduled. 

  • Provider Requested: The screen a patient sees when their appointment needs to be confirmed by them (appointment status: ‘Confirmation Required’).

  • Rejected: The screen a patient sees when their appointment has been rejected. The rejected screen differs from a cancelled appointment as it only occurs when an appointment is in a Requested status and then gets rejected (appointment status: ‘Rejected’).


Each one of the above sections can have customized text along with some extra details, if required.

  • Click “Default” to view and customize the text that appears in the appointment letter

  • Click “Customized” to view and edit any customized text that appears in the appointment letter.

Customizing Options:

1. You have the ability to add a set of variables: 

2. You can add bold, italics, and colour to specific text.

Example of a screen that has been customized:


Removing the Address and Google Map:

You can remove the map from the Appointment Letter Screen. This can be done in Settings > Scheduling under the Extra tab: 

If you disable the above setting, your appointment letter screen will no longer contain the Map and Address of the Clinic that the appointment is booked at:


Last updated: February 2021

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