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Settings → Reminders: every field explained

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Help Center › Admin screens, field by field › Settings → Reminders: every field explained

Settings → Reminders: every field explained

Field-by-field guide to appointment reminders for customers and for you, the notify switch, and your calendar link.

On this page

Where to find it: Contractor Hub → Settings & Integrations → Settings → group Messages and connections → tab ⏰ Reminders. Owner screen.

What it controls: how many reminders go out before each appointment, how long before, and by which channel. It also controls whether customers are told automatically when you book, move or cancel an appointment, and gives you a private link to show your schedule in your own calendar app. The words of each reminder are written in Messages & alerts (Appointment reminder).

Before you start

  • A usage bar at the top shows how many reminder rules your plan allows (placeholder numbers, not approved). If you are at the limit, the + Add a reminder button is replaced by “Your plan includes N reminder(s) per appointment.”
  • Texts need Twilio and a plan that includes texting. The Text box then says “Text (not on your plan / not set up)” and is greyed unless already ticked. See get-twilio-details.
  • Texts never go out between 9 pm and 8 am. A reminder that would land overnight is sent at 8 pm the evening before.

Fields: Reminders to your customers (repeats)

Each reminder is a card titled “⏰ Reminder 1”, “⏰ Reminder 2” and so on.

Field (exact label) What it does for VisionScaper What to enter and example Default / notes
How long before (number) How long before the appointment the reminder goes. It is saved as minutes. The smallest total is 5 minutes. 1 Starting rules below.
Unit (select) minutes, hours or days. days
Email Sends this reminder by email. Tick or untick. See below.
Text Sends it by text. Tick or untick.
In-app Shows it in the customer’s VisionScaper. Tick or untick.
All appointment types / Only some appointment types Fold-out with 10 checkboxes: Consultation, Site visit, Estimate walk-through, Job day, Maintenance visit, Follow-up visit, Meeting, Door-to-door, Time off / blocked, Appointment. Leaving all ticked means every type. Unticking some makes the reminder apply only to the ticked ones. Untick types you do not want. All types.
Summary line (read-only) Describes the rule, such as “1 day before · email + text”. Read only.
Remove Deletes this reminder. Click, then save.
+ Add a reminder Adds one: 1 day before, by email, all types. Click, then edit.

A reminder with no channel ticked is dropped on save.

Starting customer schedule (placeholder timings, not approved; set your own)

# Before Channels Types
1 2 days Email All
2 1 day Email + Text All
3 2 hours Text Consultation, Site visit, Estimate walk-through

Fields: Reminders to you (repeats)

Field (exact label) What it does for VisionScaper What to enter and example Default / notes
How long before (number) and Unit Same as above, for reminders sent to you. 60 minutes One rule: 60 minutes before.
Email / Text / In-app Channel for your own reminder. In-app
Remove Deletes it.
+ Add a reminder for me Adds a rule 60 minutes before, in-app. Click. Up to 10 rules for you are kept.

There is no appointment-type filter for your own reminders.

Field: When you book, move or cancel

Field (exact label) What it does for VisionScaper What to enter and example Default / notes
Tell the customer automatically (their calendar updates either way) When on, booking, moving or cancelling an appointment sends the customer your “Appointment booked / changed / cancelled” message. Their VisionScaper calendar updates whatever you choose. You can switch it off for a single appointment when you book it. Tick or untick. On

Button: Save reminder schedule

Saves both lists and the switch. It then re-plans the reminders for every upcoming appointment that is not cancelled or done (up to 500). A toast tells you how many reminders were planned.

Section: Your schedule in your own calendar

Item (exact label) What it does for VisionScaper What to do Default / notes
🔄 Update from calendar (Google / Apple / Outlook) Opens a window with your private calendar link. If your plan does not include the calendar feed, a lock note shows instead. Click.
🍎 Apple Calendar / Outlook Adds your schedule to Apple Calendar or Outlook using a calendar address. Click.
Google Calendar Opens Google Calendar to add the link. Click. New tab.
“Or copy this private link…” (read-only box) The raw calendar address for any calendar app (“Subscribe” or “From URL”). Click it to select.
Copy link Copies the address. Click. Toast “Copied.”
Make a new private link After you confirm, makes a new link. The old link stops working. Click if the link was shared by mistake. Re-subscribe with the new one.

Anyone with the link can see your appointment times.

Steps

  1. Open Settings → Messages and connections → ⏰ Reminders.
  2. Review each customer reminder. Change the number, unit and channels.
  3. Narrow a reminder to certain appointment types if needed.
  4. Add or remove reminders. Do the same under “Reminders to you”.
  5. Decide on Tell the customer automatically.
  6. Click Save reminder schedule and read the toast.
  7. To read your schedule in another calendar, use the calendar section.

Tips

  • Send yourself a test of the wording first (Messages & alerts → Appointment reminder → Send me a test).
  • Open Messages & alerts → Appointment reminder to rewrite what each reminder says.

If something goes wrong

  • Plan message when saving: you have more customer reminders than your plan allows. Remove some or upgrade.
  • No texts sent: texting is not set up, or the time fell in the overnight window.
  • Calendar app shows nothing: make a new link and subscribe again.

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