Configure Rules for Appointment Auto Messages

Configuring Rules for your Appointment Auto Messages allows you to determine which communications reach specific appointments. You may establish a standard message sequence for all participants or create multiple customized rules based on appointment characteristics.

Setting Up Rules for Appointment Auto Messaging

Identify the keyword you want Apptoto to detect — for example, “Initial consultation” in the appointment event.
Navigate to Messaging and select Appointment Auto Messages.
Under Rules, observe the For all Appointments section, which contains default messages sent to appointments not matching more specific rules.
Scroll to the bottom and click + Add Rule.
The Rule Editor will appear. Enter the keyword you want Apptoto to search for in your event title or description. Options include basic, advanced, or custom filtering rules.
Type your keyword (such as “Initial Consultation”) and click Done.
Apptoto will now send auto messages exclusively to appointments containing that keyword.
Under your new rule, click + Add Message or Sub-Rule to begin building your message sequence.
When creating messages, specify a name, purpose (confirmation, reminder, or follow-up), delivery timing, language, content, and any auto-replies. Consult the Auto Messages section for complete customization details.
In this example, an SMS text, email, and voice call reminder have been configured. Toggle the blue switch to disable any specific reminder type.
Click Save in the upper right corner to preserve your changes.
To verify your rule is working, navigate to the Appointments tab.
Select a participant whose appointment includes your keyword — you should see only the filtered auto messages appear.
Choose a different appointment without your keyword — this will display messages from the default For All Appointments rule instead.