How Do Appointment Texts and Emails Work?

SupaDay keeps clients and staff in the loop on their own. You don't have to set anything up: as soon as a booking is made, changed or cancelled, the right people hear about it. This guide explains who gets what, how clients agree to texts, and how to keep an eye on your SMS credits.

What clients receive

The confirmation email goes to every client with an email address. Update and cancellation emails only go to clients whose Email notifications is on. Texts need three things: a phone number on file, the client's agreement to receive texts, and a Grow or Business plan.

How clients agree to texts

SupaDay only texts clients who have said yes to texts from your salon. There are two ways that happens:

• Booking online: the client ticks I'd like to receive SMS reminders about my appointments. before tapping Confirm booking. If they leave it unticked, they get the reply-YES text described below instead.
• Added by your team: when you add a client with a phone number, SupaDay sends them one text asking them to reply YES. Once they do, they'll get texts from you.

Clients can reply STOP at any time to stop all texts from your salon.

Tip: Ask clients to reply YES to that first text when you add them at the front desk. Until they do, they won't get booking texts, campaign texts or text review requests.

Turn messages on or off for one client

1. Open Customers and find the client.
2. Tap Edit.
3. Under Preferences, switch Email notifications or SMS notifications on or off.
4. Tap Save.

These switches don't cover every message:

• Email notifications controls the update and cancellation emails. The confirmation email for a new booking still goes to any client with an email address.
• SMS notifications doesn't stop booking texts on its own. If you switch it on for a client who hasn't agreed to texts yet, SupaDay sends them the reply-YES text. A client who wants no more texts replies STOP.

See client profiles for more on editing clients.

What staff receive

Staff get emails, not texts, about their own bookings: when one is made, changed or cancelled.

Each person can turn off some of these for themselves:

1. Click your avatar, then Profile.
2. Open Notifications.
3. Tick or untick Email notifications under Booking Notifications.
4. Tap Save.

Unticking Email notifications stops the emails about changed and cancelled bookings. The email for each new booking still comes.

Check your SMS credits

Every text SupaDay sends for your salon uses one credit from a pool your whole team shares. That includes booking confirmations, campaign texts, review requests sent by text, and the reply-YES consent texts.

To see how many you've used:

1. On a computer, click the SupaDay logo at the top left of the menu bar. This opens the Admin Dashboard (admins only).
2. Find the SMS Credits This Cycle card.
3. Read how many you've used out of your plan's total, plus Used, Remaining and the Renews on date.

The bar changes color as you get closer to your limit, and a warning appears:

• From 75%: You have used 75% of your SMS credits for this month. (with your actual percentage)
• At 90%: You are almost out of SMS credits.
• At 100%: SMS cap reached for this cycle.

What happens when you run out

When you reach your plan's limit, SupaDay stops sending texts until your credits renew at the start of your next billing cycle. Nothing else stops:

• Emails keep going out as normal, so clients still get confirmations, changes and cancellations.
• Campaigns and review requests still send their emails. Only the text part is skipped.
• Unused credits don't carry over to the next cycle.

Heads up: Running a big text campaign can use up a lot of credits at once. Use the Monthly SMS limit on rebooking and win-back campaigns to keep enough credits for booking confirmations.