Secure Messaging
Apptoto’s Secure Messaging feature provides enhanced privacy for client communications by sending secure links instead of direct message content. Clients receive a short notification with a link that opens a protected conversation page, ensuring sensitive information stays out of SMS and email previews.
Overview
Section titled “Overview”When enabled, clients receive a link to access a private conversation page rather than message content in their inbox. Recipients must click the link within a set timeframe to view messages. Once links expire, users can request new ones directly through the conversation page.
Initial setup
Section titled “Initial setup”To activate Secure Messaging:
- Navigate to Messaging > Secure Messaging in your account.
- Select Try it Now to enable the feature.
- Configure the secure message subject (for email), body text, and link expiration timing.
- Optionally add a default PIN requirement for accessing messages.
- Save your settings.
Automated message configuration
Section titled “Automated message configuration”To specify which automated reminders and confirmations use secure delivery:
- Go to Messaging > Appointment Auto Messages.
- Select or create a message.
- Toggle the Send Securely option on the Message Editor.
- Repeat for additional messages.
- Save settings.
One-time secure messages
Section titled “One-time secure messages”Using the Compose button, you can send individual secure messages:
- Click Compose on the Appointments tab.
- Choose text or email.
- Check Send Securely and optionally set a PIN.
- Click Edit to customize message content.
- Preview and send.
Customizable templates
Section titled “Customizable templates”Default secure link templates include:
- Subject:
You've received a secure message from {{ user.name_and_company }} - Body: Message notification with
{{ secure_link }}placeholder
Link expiration settings
Section titled “Link expiration settings”Links expire after 24 hours by default. Alternative timeframes include 10 days, 6 months, or 1 year. Expired links prompt users to request fresh ones automatically.
PIN protection
Section titled “PIN protection”Three PIN configuration options exist:
- Set a default PIN for all contacts via Messaging > Secure Messaging.
- Manually assign PINs to individual contacts in the Contacts tab.
- Use custom address book fields with dynamic PIN references.
See Secure Message Contact PINs for details.
Activity tracking
Section titled “Activity tracking”Access the Tools > Log section to monitor secure message activity. Email logs show open rates and PIN entries; SMS logs display PIN entry confirmation, indirectly confirming message viewing.
Compliance considerations
Section titled “Compliance considerations”While Secure Messaging protects sensitive data, full HIPAA compliance depends on your organization’s usage and policies.