Set Up Auto-Messages

Create automated texts and emails for appointment reminders, recall reminders, eyewear ready reminders, and birthday messages. 

Getting Started

Before setting up and customizing your Auto Messages, you will need to set your Data Sync Settings (except for Missed Call Text).

You have the option to choose if Auto Messages go out to all mobile numbers assigned to a contact. If recipients wish to edit how they are contacted for messages, they can edit within their Text Communication Preferences. 

Message Types

Once your Data Sync Settings are set up, you can customize and enable your Auto Messages.

These types of Auto Messages may be available:

• Appointment Follow-up
• Appointment Reminder
• Birthday Wishes
• Eyewear Ready Reminder
• Missed Call (not dependent on data sync settings)
• Pet Appointment & Vaccination Reminder
• Recall Reminder
• Save the Date

Set Up Auto Messages 

1. Within the Weave Portal, choose Messages from the left navigation menu
2. Click Auto-Messaging in the dropdown
3. Select the message type for the auto-message you would like to edit

   Note: You can also choose New Auto-Message in the top right corner to start a fresh Auto-Message

4. Within the dropdown, use the toggle to turn the message on/off or click the name of the auto-message to edit
5. Follow the prompts to adjust these settings (There may be some variation while editing or creating different message types.):
   Auto-Messaging Title

   Click on the title to open the text box editor.

   When to Send

   Use the text boxes, radio buttons, and/or dropdowns to adjust when you would like the message to send.

   Note: If a message is triggered to send outside of allowed When to Send hours, it will send at the beginning of the next allowed time frame.

   For Missed Call Text, instead of using When to Send, use the Office Status filter to change the behavior of this message based on when your office is open or closed.

   If you choose the Selected Days option in the dropdown (available for some auto-messages), the message will go out the chosen number of days before, not counting any days that are not checked below. For example, an appointment reminder set to go out 2 selected days before the event with Saturday and Sunday not checked will go out on Thursday for an appointment on Monday.

   Filter Your Auto-Message

   Use the + icon next to each filter to add it to the message. Click the Ellipses icon to the far right of the filter to edit the settings.

   Appointment status has the options of attempted, checked-in, confirmed, in-office, completed, unconfirmed or unknown (based on PMS integration).

   Delivery Method

   Click whether you’d like the message to be delivered via text message or email.

   What is the Scope of This Message

   Choose whether the text message should send to all numbers associated with a patient or just their preferred mobile number.

   Compose Auto-Message

   Click each dropdown to edit the title, headline, message body, and footer (for email) by using the text boxes. Drag and drop the dynamic fields into your message for personalized information. Click Attach Form to choose a Digital Form that should accompany the message. Any message will automatically be saved as a template for future use. You can also decide if you would like the option to add an Individual (Spanish), Family, or Family (Spanish) options by clicking the + icon next to each message type.

   Note: As soon as a setting is saved, the message type cannot be changed

6. Select Update when you are finished

See any edits that have been made to an auto-message by clicking the Ellipses icon on the far right next to the name and selecting Edit History.