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GrowthAutomatic reminders and emails

Appointment reminder software that sends from your own Gmail.

Wholistic is appointment reminder software for private practice. Session reminders, intake nudges and payment reminders go out automatically from your own Gmail address, with wording you can edit and your signature at the bottom. It is part of Growth, one of Wholistic’s three pillars: follow-up that protects your time and income.

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DemoAutomatic reminders and emails: a quick tour

  • From your own Gmail

    Clients see your address and your signature, not a system sender.

  • Session reminders

    Two reminders before each session, with the join link for online sessions.

  • Intake nudges

    Automatic follow-up when a consent form is still unsigned.

  • Payment reminders

    Three steps for clients, and a chase email per medical scheme.

01

Send client emails from your own Gmail, not a system address

Every email goes out from your own Gmail, so clients recognise the sender and replies come straight back to you. The wording is editable and your signature is added. Each email shows a preview of how it arrives on a phone. If Gmail isn’t connected, the dashboard warns you that client emails aren’t going out.

  • Sent from your own Gmail address
  • Editable wording, with your signature
  • A preview of how each email arrives on a phone
  • A warning when Gmail isn’t connected
App screenshotSend client emails from your own Gmail, not a system address

02

Appointment reminder software for therapists and their clients

Once a session is booked, the client gets a confirmation and two reminders. Online sessions include the join link, and in-person sessions leave it out. If a client hasn’t rebooked two weeks after their last session, a reminder to rebook goes out.

  • Booking confirmation
  • Session reminder 1 (default: 1 day before)
  • Session reminder 2 (default: 1 hour before)
  • Reminder to rebook (default: 14 days after the last session, if nothing is booked)
  • Each timed email has its own on/off switch and timing
App screenshotAppointment reminder software for therapists and their clients

03

Automatic follow-up for an unsigned consent form

A new client receives their intake and consent form the moment they book. If it is still unsigned, an intake form reminder email follows, and then a second. If the form is never signed, the tentative booking is cancelled after the number of hours you set, and the time opens up again.

  • Intake and consent form sent immediately on booking
  • Intake nudge 1 (default: 1 hour after booking)
  • Intake nudge 2 (default: 12 hours after booking)
  • Unsigned bookings cancelled after the hours you set
App screenshotAutomatic follow-up for an unsigned consent form

04

Automatic payment reminder software, with you in control

Unpaid invoices are followed up in three steps, sent on weekday mornings. Medical aids get one chase email per scheme, listing its unanswered claims. You choose automatic sending, or review and send each reminder by hand.

  • 1st reminder, 2nd reminder with a statement attached, and final notice
  • Medical aid chase: one email per scheme
  • Days between steps, what to attach, and a minimum balance
  • Record a promise to pay, or snooze an invoice until a later date
App screenshotAutomatic payment reminder software, with you in control

05

WhatsApp appointment reminders, sent by you

For clients who prefer WhatsApp, Wholistic opens a pre-filled message for you to send. Nothing is sent on WhatsApp automatically, so each message is still one you chose to send.

  • “Send booking reminder” by WhatsApp or email, with the booking page link
  • Online session link by WhatsApp or email
  • A message to a client from the Contact menu, ready to edit
  • A client’s details to a referral practitioner by email or WhatsApp
App screenshotWhatsApp appointment reminders, sent by you

06

Reminders for you, inside the app

Not every reminder is for a client. Wholistic also keeps you on track, with prompts that appear in the app and are never emailed.

  • Session starting in 10 minutes
  • Sessions to write up, and sessions to invoice
  • Claim deadlines turning red
  • Registration renewals and CPD points lapsing
  • Clients not seen in 90 days, and incoming referral requests
App screenshotReminders for you, inside the app

The Growth pillar

Growth is what happens when follow-up never slips

No-shows, unsigned forms and unpaid invoices cost a practice quietly. The Growth pillar automates the follow-up that protects your time and income, and keeps it personal. Every message comes from your own address, in your own words.

Automatic, and still unmistakably you.

Reminders and messages

What gets sent, and what stays with you

Every reminder and email in Wholistic, in one place. Emails go out from your own Gmail. WhatsApp messages open pre-filled for you to send.

Automatic emails: booking and intake

  • Booking confirmation
  • Intake and consent form, sent immediately when a client books as a new client
  • Intake nudge 1 and nudge 2
  • Session reminder 1 and reminder 2
  • Reminder to rebook
  • New time suggested, with Accept and Decline links
  • Booking declined, and rescheduled by you
  • Confirmation to the client, and a notification to you, when they reschedule or cancel

Automatic emails: invoicing

  • 1st reminder, 2nd reminder and final notice
  • Medical aid chase, one email per scheme

Manual emails and messages

  • Invoice, claim, statement and receipt
  • A payment reminder for one client, or for all outstanding accounts
  • A chase for one scheme, or for all outstanding medical aid accounts
  • Intake link by email, and booking reminder by WhatsApp or email
  • Resend a suggested time
  • Export to your accountant by email

Automatic behaviour

  • Unanswered booking requests expire once their time has passed
  • Bookings with an unsigned intake form are cancelled after the hours you set

Questions

Automatic reminders and emails: common questions

Straight answers about what this feature does, and what it doesn’t.

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Is this appointment scheduling software with SMS reminders?

No. Wholistic doesn’t send SMS. Automatic reminders go by email from your own Gmail, and WhatsApp messages open pre-filled for you to send.

Are WhatsApp appointment reminders sent automatically?

No. Wholistic prepares the WhatsApp message and opens it for you, and you press send. This keeps the message on your own number and under your control.

Can I change what the emails say?

Yes. The wording of each email is editable and your signature is added. You can preview how each email looks on a phone before it is used.

Can I turn reminders off?

Yes. Each timed booking email has its own on/off switch and timing. Payment reminders can be sent automatically or reviewed and sent by hand, and you can set a minimum balance below which no reminder goes out.

When do automatic payment reminders go out?

On weekday mornings, if you have chosen automatic sending. You set the number of days between each step and what is attached.

Free resources

Templates and guides to use today

Free to download, with no sign-up. Use them in your practice whether or not you use Wholistic.

Guides

It all connects

Features that work with this one

Enter it once. Use it everywhere. Each part of Wholistic feeds the others, so nothing is typed twice.

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Understand your private practice.

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  • 1 month completely free
  • Built around South African private practice
  • Built by practitioners
  • Every feature included