Clinic HQ’s communication tools empower you to personalize messaging for clients while minimizing the need for constant updates.
You can easily send targeted messages to specific groups, ensuring they receive information relevant to their appointments.
Customizing Recipients
When setting up an email, text, or robocall, start by selecting the client type for your communication: public clients, volume clients, or volume client owners. If you want to narrow it down further, you can specify a subgroup the communication should go to with the Animal Restrictions.
Using Animal Restrictions
Animal Restrictions are optional and can be useful to tailor your communications for specific animal categories. You can specify communications to be sent out based on animal species, sex, type, and age.
Example: Feral Communications
If you want to send a general message to most clients, but a different one for those bringing in feral cats, follow these steps:
First, set up your standard communication message. In the Animal Restrictions section, check the boxes for Owned, Shelter, Foster, & Community Cat Friendly.
Then set up a second communication specific to trapped feral cats, selecting the restriction for Community Cat (Feral).
Note: If a category is left with no restrictions selected, the communication will send to all types in that category.
Personalizing Messages with Placeholders
Placeholders allow you to add personal touches to your messages, including client names and appointment dates. These details pull directly from the scheduled appointment.
For instance, if you’re using mobile locations for appointments, you can insert the placeholder “#Location#” that will auto-fill the location name, details, and address you have set up in settings. This also allows clients to click on the hyperlinked address to access maps.
Mobile location placeholder in confirmations and reminders.
When setting up communications, ensure you only use the available placeholders. For example, if the client type is Volume Client (VC), you’ll see Animal Number instead of Animal Name. This will generate messages like, “Your rescue is scheduled for 6 animals on 10/31/24.” The VC can review the specific animal names in their Portal.
Tip: Available placeholders may vary based on client type and appointment type. Mobile Locations will only appear if the clinic has enabled this feature.
Uploading Your Logo for Email Communications
When uploading a logo for confirmation and reminder emails, make sure to use a .JPEG file format. The recommended size is 200×200 pixels. Using a different format may cause issues when clients open the email.
Adding Email Attachments
You may wish to include attachments with your appointment reminders and confirmations. To do this, click the Upload New Attachment button (green). You can upload multiple attachments as needed.
With these features, you can enhance your communication strategy, making it more personal and effective for your clients.
