Notifications
Clientping sends you plain-text emails about client replies and appointment changes. Most go to the calendar's notification address. Texts Clientping can't match to a recent reminder go to the address in your Profile.
Where calendar emails go
Each calendar has one "Notification email". To change it, choose "Calendars" on the left-hand menu bar and edit the address in the calendar's settings. A new calendar starts with your account's email address. Each calendar can use a different address, so replies about intake appointments can go to the person who handles intake.
Client replies to a reminder
When a client's reply to a reminder says more than a plain YES or NO, the calendar's notification address receives a "Client Message" email. For example, a client might reply "Yes, where do I park?" or "Can we make it later?" Before the appointment starts, a YES in the reply still confirms it, and the email is sent as well. After it starts, YES and NO no longer change anything, though extra words are still emailed. A plain YES sends no email, but even "Yes!" counts as more than YES. For an appointment with more than one client number, the title becomes "ALL CONFIRMED:" only when everyone confirms, or "ALL DECLINED:" only when everyone declines; see reminder messages.
The email names the appointment and the client's number, quotes the client's text and ends with "Reply here:" followed by a link.
The "Reply here" link opens that one conversation without logging in. You can read the history and text the client back from your Clientping number. The link works for 7 days; after that, reply from "Messages" instead (see messaging clients). The page accepts replies up to 640 characters (Messages allows 1,600), and each conversation can send up to five replies a minute and 30 a day from it. Anyone who has the email can open the link, so send notifications to a work inbox and don't forward them outside your firm.
A client's text counts as a reply when Clientping can match it to a reminder it has already sent that client, by phone number and reply code, and that reminder's appointment is upcoming or started within the last 32 days. A reply without a number in its code, such as a plain question, is matched like a plain YES or NO, so when a client has more than one recent reminder, check which appointment the email names. Replies to a custom message, such as a week-out heads-up, aren't matched to that message, but they can be matched to another recent reminder for the same client. Anything Clientping can't match is treated as an ordinary text (see below).
HELP and INFO never email anyone. STOP and START always follow the Profile setting below, even when the client has an upcoming appointment.
Declined appointment notification
When a client declines an appointment before it starts, the calendar's notification address receives a "Client declined" email with the client's number and the appointment's name, date and time. You can then contact the client.
Client rescheduling notice
If you've turned on client rescheduling and a client picks a new time, the appointment moves on your calendar and the calendar's notification address receives a "Client rescheduled" email with the new date and time.
Text message notifications
When a client texts your Clientping number and Clientping can't match the text to a recent reminder, for example because no reminder has gone out yet or the appointment started more than 32 days ago, the text goes to "Messages" with a green unread dot. If "New text message notifications" is on, you'll also get a "Client Text" email with their number, their text and a "Reply here" link that works for 7 days.
New text message notifications are off until you turn them on. To turn them on or change the address, choose "Profile" and go to "Edit Messaging Settings". Save an address under "Notification email" first, because the switch, labelled "Turn on new message notifications", won't turn on without one. Once it's on, it reads "New text message notifications enabled". This is the same setting as the "Text message notifications" step during initial setup.
Please note: you can only have one email address for these messages, even if you have several calendars connected to Clientping, because these texts aren't tied to a calendar appointment.