{"id":17,"date":"2025-12-18T09:06:45","date_gmt":"2025-12-18T09:06:45","guid":{"rendered":"http:\/\/192.168.1.159\/wp_plugins\/dev\/kivicare-revamp\/2025\/12\/18\/email-notifications-reminders\/"},"modified":"2026-02-05T05:28:14","modified_gmt":"2026-02-05T05:28:14","slug":"email-notifications-reminders","status":"publish","type":"post","link":"https:\/\/documentation.iqonic.design\/kivicare-wordpress\/kivicare-lite\/documentation\/features\/email-notifications-reminders\/","title":{"rendered":"Email Notifications & Reminders"},"content":{"rendered":"
\n

Overview<\/h2>\n\n\n\n

KiviCare uses an automated email system to keep patients, doctors, and staff informed about important activities. This includes booking confirmations, schedule changes, and appointment reminders.<\/p>\n\n\n\n

1. Automated Notifications<\/strong><\/h2>\n\n\n\n

The system automatically triggers emails for key events. These are often pre-configured by the Administrator.<\/p>\n\n\n\n

Common Notification Types<\/strong><\/h3>\n\n\n\n
    \n
  • Appointment Booked<\/strong>: Sent to the Patient and Doctor when a new booking is confirmed.<\/li>\n\n\n\n
  • Appointment Canceled<\/strong>: Sent if an appointment is called off by either party.<\/li>\n\n\n\n
  • Registration Success<\/strong>: Sent to new Patients upon signing up, often containing login credentials.<\/li>\n\n\n\n
  • Bill\/Invoice<\/strong>: Sent to the patient after a payment is recorded.<\/li>\n<\/ul>\n\n\n\n
    \n\n\n\n

    2. Managing Email Templates<\/strong><\/h2>\n\n\n\n

    Administrators can customize the content of every email sent by the system to ensure it matches the clinic’s branding and tone.<\/p>\n\n\n\n

    \n
    \"\"<\/figure>\n\n\n\n

    Description: A screenshot of Settings > Email Template showing the list of available templates and the “Edit” button.<\/em><\/p>\n<\/blockquote>\n\n\n\n

    Customization Options<\/strong><\/h3>\n\n\n\n

    Navigate to Settings > Email Template<\/strong> to access the editor.<\/p>\n\n\n\n

      \n
    • Subject Line<\/strong>: Change the email subject (e.g., “Your Appointment at [Clinic Name] is Confirmed”).<\/li>\n\n\n\n
    • Dynamic Keys<\/strong>: Use smart placeholders like {{patient_name}}<\/code>, {{doctor_name}}<\/code>, or {{appointment_date}}<\/code>. These are automatically replaced with real data when the email is sent.<\/li>\n\n\n\n
    • Rich Text Editor<\/strong>: Add bold text, links, or formatting to the email body.<\/li>\n\n\n\n
    • Test Email<\/strong>: Use the “Send Test Email” feature to preview how a template looks before saving changes.<\/li>\n<\/ul>\n\n\n\n
      \"\"<\/figure>\n\n\n\n
      \n\n\n\n

      3. Appointment Reminders<\/strong><\/h2>\n\n\n\n

      To reduce no-shows, KiviCare includes a dedicated reminder system.<\/p>\n\n\n\n

      \n
      \"\"<\/figure>\n\n\n\n

      Description: A screenshot of Settings > Appointment Setting highlighting the “Email Reminder” toggle and “Select Hours” field.<\/em><\/p>\n<\/blockquote>\n\n\n\n

      Configuration<\/strong><\/h3>\n\n\n\n

      Managed via Settings > Appointment Setting<\/strong>:<\/p>\n\n\n\n

        \n
      1. Email Reminder<\/strong>: Toggle this ON<\/strong> to enable automatic reminders.<\/li>\n\n\n\n
      2. Timing<\/strong>: Set the “Select Hours” field (e.g., 24 hours<\/strong>) to determine how long before the appointment the email should be sent.<\/li>\n\n\n\n
      3. Pro Features<\/strong>: If the “Pro” add-on is active, you may also see options for SMS<\/strong> and WhatsApp<\/strong> reminders (requires Twilio integration).<\/li>\n<\/ol>\n\n\n\n
        \n\n\n\n

        4. Permissions<\/strong><\/h2>\n\n\n\n
          \n
        • Administrators \/ Clinic Admins<\/strong>:\n
            \n
          • Manage<\/strong>: Full access to configure Email Templates and Reminder settings.<\/li>\n<\/ul>\n<\/li>\n\n\n\n
          • Doctors \/ Receptionists<\/strong>:\n
              \n
            • View Only<\/strong>: Generally do not have access to modify global email settings.<\/li>\n<\/ul>\n<\/li>\n\n\n\n
            • Patients<\/strong>:\n
                \n
              • Recipient<\/strong>: Patients do not see these settings; they only receive<\/em> the notifications.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n\n\n

                <\/p>\n<\/div>","protected":false},"excerpt":{"rendered":"

                Complete guide to Email Notifications & Reminders in KiviCare Lite. Learn how to effectively use this feature with step-by-step instructions and best practices.<\/p>\n","protected":false},"author":12,"featured_media":0,"parent":0,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[17],"tags":[],"class_list":["post-17","post","type-post","status-publish","format-standard","hentry","category-features"],"featured_image_src":null,"author_info":{"display_name":"wordpressadminiq","author_link":"https:\/\/documentation.iqonic.design\/kivicare-wordpress\/author\/wordpressadminiq\/"},"_links":{"self":[{"href":"https:\/\/documentation.iqonic.design\/kivicare-wordpress\/wp-json\/wp\/v2\/posts\/17","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/documentation.iqonic.design\/kivicare-wordpress\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/documentation.iqonic.design\/kivicare-wordpress\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/documentation.iqonic.design\/kivicare-wordpress\/wp-json\/wp\/v2\/users\/12"}],"replies":[{"embeddable":true,"href":"https:\/\/documentation.iqonic.design\/kivicare-wordpress\/wp-json\/wp\/v2\/comments?post=17"}],"version-history":[{"count":4,"href":"https:\/\/documentation.iqonic.design\/kivicare-wordpress\/wp-json\/wp\/v2\/posts\/17\/revisions"}],"predecessor-version":[{"id":2512,"href":"https:\/\/documentation.iqonic.design\/kivicare-wordpress\/wp-json\/wp\/v2\/posts\/17\/revisions\/2512"}],"wp:attachment":[{"href":"https:\/\/documentation.iqonic.design\/kivicare-wordpress\/wp-json\/wp\/v2\/media?parent=17"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/documentation.iqonic.design\/kivicare-wordpress\/wp-json\/wp\/v2\/categories?post=17"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/documentation.iqonic.design\/kivicare-wordpress\/wp-json\/wp\/v2\/tags?post=17"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}