Configure Expiration Reminder Notifications

Expiration reminders are custom fields with a time limit, providing useful alerts when your staff members or clients need to take action. This feature is especially useful for pet businesses who require updated vaccination records. This article will guide you through setting up automated expiration notifications to remind clients of upcoming expirations. 

Things to Know:

• To configure expiration reminder custom fields, click here to learn more
• The expiration reminder template includes a pre-configured template that you can customize
• You can add multiple expiration reminder templates, each with its own unique cadence, similar to how appointment confirmations are managed.
• You can choose the delivery method for the expiration reminder notification—email, text message, or push notification. If the selected method is unavailable for a client, we will attempt to use other available methods, even if they were not originally chosen. For example, if email is selected but the client does not have an email address on file, the notification will be sent via push to the custom guest app. If both email and push are unavailable, the notification will be sent via text message.
• You can include an expiration date variable that will automatically display the expiration date when the notification is sent to the client
• You can insert a link that allows the recipient to attach a document matching the expired field, such as vaccination records. Once the recipient uploads a document, an email will be sent to the location email on file, notifying the location that the expiration reminder document has been updated so they can reset the expiration date. 

Content

• Configure Notification for Expiration Reminders 
• Upload Updated Vaccination Records

Configure Notification for Expiration Reminders 

1. Go to Marketing > Automated Messages

2. Navigate to the Expiration Reminder section 

3. Hover over the status to see the options to 'View' or 'Activate' the template

4. Click 'View' or select the '+ Add Another' hyperlink to configure the template

5. From here you can set your preferences:

• Send X before the reminder date set for client has passed - You can specify how far ahead of the expiration date the reminder should be sent. This can range from hours to days.
• Delivery by- This allows you to select your preferred method of delivery: email, push notification, or text message.

  • Email: The client must have an email address on file and be opted in to receive transactional emails

  • Text Message: The client must have a mobile number on file and be opted in to receive transactional SMS

  • Push Notification: The client must have the MyTime Guest App installed on their mobile device

• Reply-to-Name: Name of the business that appears when your clients reply to an automated marketing email. We will use the business name that was added to the business profile page.
• Email Subject: By default, the subject displayed is "Reminder date has passed," but you can customize it with your own text. 
• Body of the template                                                                                                                                                                                                                               

7. You can add extra details to the template, such as an expiration date variable that will automatically display the expiration date when the notification is sent to the client. Additionally, you can insert a link that allows the client to attach a document related to the expired field, such as vaccination records, using the icons highlighted in the screenshot below. 

6. Save

Upload Updated Vaccination Records

Once the notification is sent to clients, they can follow the following steps:

1. Click on the vaccination link in the email received                                                                                                  
2. Click on the 'Attach File' link                                                                                                                                    
3. Upload the updated vaccination record, then click the Submit button                                                                   

Once the client uploads a document, an email will be sent to the location’s email address on file, notifying your location that the expiration reminder document has been updated so you can reset the expiration date on their profile. Additionally, the updated record will be displayed on the client's profile.

Email received by business

Clicking the link will redirect to the client's profile, where the updated record will be visible in the expiration custom field. You can then update the expiration date on file.

For more information, contact us at support@mytime.com