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Email Notifications

Learn how to enable and manage email alerts for external appointment bookings through web schedulers and integrated platforms.

Updated over 2 weeks ago

📝 Overview

You can enable email notifications to receive alerts whenever an appointment is made from an external source, such the new patient web scheduler, or the patient app. This guide will walk you through the steps to enable these notifications and manage them effectively.


⚙️ Steps to Enable Email Notifications

1. Navigate to Office Configuration

  • Navigate to your live location

  • Go to Settings > Office > Office Configuration


2. Enable Email Notifications

  • In the Office Configuration menu, find the Enable Email Notifications toggle

  • Switch this toggle to On

  • If this option is off, you will not see email notifications in the left sidebar


3. Add Email Addresses

  • Once email notifications are enabled, click Edit next to the notification settings

  • Click the Plus Email button to add one or more email addresses that should receive notifications

  • Enter the desired email addresses and hit Save

You can list multiple emails, and all addresses will receive the same notifications


📬 How Email Notifications Work

Once enabled, you will receive an email whenever an appointment is made by an external source, such as:

  • Go High Level

  • The new patient web scheduler

  • The patient app

The email will contain the appointment details and specify which external source was used to make the appointment.
This helps your office stay informed about appointments that were not created by internal staff.


⚠️ Important Note

Currently, there is no way to limit notifications to specific external sources.

For example, you cannot receive notifications only from Go High Level or the web scheduler while excluding those from the patient app.
It’s all or nothing—every appointment from any external source will trigger an email notification.


🧹 Managing Unwanted Notifications

If your office uses the patient app heavily, you might receive more email notifications than desired.
To manage this, you can create email filters to control which notifications are shown in your inbox.

Example (Gmail Filter Setup):

  1. Open Gmail and click the search options icon in the search bar

  2. Use the Subject or Has the words fields to create a filter

    • Emails will specify the external source in the subject, such as:

      • "An adjustment appointment was created from patient app"

      • "from Go High Level"

  3. You can filter emails by source and decide whether to delete, archive, or label them based on your preferences

This will help reduce the number of unwanted emails and keep your inbox organized.


Key Takeaways

  • Email notifications alert staff when appointments are made via external sources

  • Notifications can be enabled via Office Configuration

  • You can add multiple recipient emails to receive alerts

  • All external sources will trigger alerts—filtering by source is not currently supported

  • Use email filtering tools (e.g., in Gmail) to manage inbox clutter and organize alerts


📌 Conclusion

Enabling email notifications for external appointments helps keep your office informed of new bookings made outside your internal team. By following these steps, you can ensure that multiple staff members receive notifications and stay up to date. If necessary, use email filters to refine the notifications and maintain a clutter-free inbox.

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