EZnet Scheduler's
Frequently Asked Questions and Help Center

We offer multiple template options for a better user experience for you and your customers. You can customize templates for company-wide use or specific use for stations, tasks, or resources. Here’s how to set up notification templates at the company level.

Edit company-wide notifications settings via Notifications > Notifications Admin. These are your default notification templates for email, text, and phone reminders at the Company level.

Here’s how to set up email notification templates.

1. Email settings and options. Fill in the critical fields and opt in to add confirmations and reminders, and the ability for your customers to add the appointment to their own digital calendars.
2. Select audience. Choose your audience: either to alert an internal stakeholder or a customer. Then, select the type of template you want to edit.
3. First Time. Choose this template to provide specific instructions only suited for a customer’s first visit. Examples include bringing in ID and insurance card; completed paperwork; appointment cancellation policy; and any other special instructions helpful to new customers.
4. Default. Use this template as your standard template for most reminders.
5. Status Change. Use this template to notify customers of a change to their appointment. The number of statuses will vary depending on your plan and will be listed when you select the Status Change tab.
6. Select each status. Decide which statuses you would like to create notifications for by selecting each checkbox.
7. Edit the template. Once you select the status, choose the drop-down arrow (7a) to expand the window to reveal the template. Repeat for each individual status notification you choose. Use the editor to change styles. Choose your own style from the standard editor (7b) including fonts, spacing, adding links, etc.
8. Insert custom information. Insert useful information into your automatic message like Appointment Time, Appointment Date, Address, Phone, etc. from the Scheduler available fields list.
9. Save. Be sure to select the Save button to save your work. Click cancel if you would like to disregard your changes.

Choose this template to provide specific instructions only suited for a customer’s first visit. Examples include reminders to bring in an ID and insurance card or completed paperwork; list your appointment cancellation policy; and any other special instructions helpful to new customers. The instructions are the same for editing the Company first-time appointment template.

1. Edit the template. Use the editor to change styles including fonts, spacing, adding links, etc.
2. Insert custom information. Insert useful information into your automatic message like Appointment Time, Appointment Date, Address, Phone, etc., from the Scheduler available fields list.
3. Select Save to save your changes, Close to close the window, and Delete only if you wish to delete the Station and reassign the appointments to another station.

Use this template for sending out immediate notifications via email after creating an appointment. This is helpful for customers to reduce no-show appointments, and also to alert internal staff of a new customer appointment. You may customize the message and insert the available fields from the Scheduler that appear in the column on the right. At any time, you may restore the default by selecting the Restore Default button.. The instructions are the same for editing the Company first-time appointment template.

1. Edit the template. Use the editor to change styles including fonts, spacing, adding links, etc.
2. Insert custom information. Insert useful information into your automatic message like Appointment Time, Appointment Date, Address, Phone, etc., from the Scheduler available fields list.
3. Save. Be sure to select the Save button to save your work. Click Cancel if you would like to disregard your changes.

Here’s how to set up text notification templates at the company level.

1. Text template. Choose your audience: either to alert an internal stakeholder or a customer.
2. Then, select the type of template you want to edit.
1. First Time. Choose this template to provide specific instructions only suited for a customer’s first visit. Examples include bringing in ID and insurance card; completed paperwork; appointment cancellation policy; and any other special instructions helpful to new customers.
2. Default. Use this template as your standard template for most reminders.
3. Status Change. Use this template to notify customers of a change to their appointment. The number of statuses will vary depending on your plan and will be listed when you select the Status Change tab.
3. Select each status. Decide which statuses you would like to create notifications for by selecting each checkbox.
4. Expand to edit template. Once you select the status, choose the drop-down arrow to expand the window to reveal the template. Repeat for each individual status notification you choose.
5. Edit template. Use the editor to change styles including fonts, spacing, adding links, etc.
6. Insert custom information. Insert useful information into your automatic message like Appointment Time, Appointment Date, Address, Phone, etc. from the Scheduler available fields list.
7. Save. Be sure to select the Save button to save your work. Click cancel if you would like to disregard your changes.

Choose this template to provide specific instructions only suited for a customer’s first visit. Examples include reminders to bring in an ID and insurance card or completed paperwork; list your appointment cancellation policy; and any other special instructions helpful to new customers. The instructions here show the Customer template. The instructions are the same for editing the Company first-time appointment template.

1. Edit the template. You have 150 characters maximum for your SMS message.
2. Customize the message. You may customize the message and insert the available fields from the Scheduler that appear in the column on the right. At any time, you may restore the default by selecting the Restore Default button.
3. Select Save to save your changes, Close to close the window, and Delete only if you wish to delete the Station and reassign the appointments to another station.

Edit these specific notifications settings via Company Account. This is where you create your default notification templates for email, text, and phone reminders at the station, task, or resource level. If you have four stations for example, and want to create notifications for each station, you will need to repeat this process for each station. The process is the same for each task and each resource.

Editing Station templates

1. Select the station you wish to set up the template by clicking on the wrench icon.
2. Choose the intended audience, either internal stakeholders or customers. The windows and processes are the same for both company and customer templates.
3. Select the type of template you want to edit. Immediate, First Time, and Default are the same format and instructions are the same for all three templates. Here are special instructions on how to use Status Change Template.
1. Immediate. This option is for the message that we send out immediately after the appointment is created. This is helpful for customers to confirm their appointment and also to alert internal staff of a new customer appointment. For more details on using this template, click here.
2. First Time. Choose this template to provide specific instructions only suited for a customer’s first visit. Examples include bringing in ID and insurance card; completed paperwork; appointment cancellation policy; and any other special instructions helpful to new customers. For more details on using this template, click here.
3. Default. Use this template as your standard template for most reminders. For more details on using this template, click here.
4. Status Change. Use this template to notify customers of a change to their appointment. The number of statuses will vary depending on your plan and will be listed when you select the Status Change tab. For more details on using this template, click here.
4. Then select the platform to use to send the notification.
5. Edit Email Immediate template. Use the editor to change styles. Choose your own style from the standard editor including fonts, spacing, adding links, etc.
6. Insert custom information. Insert useful information into your automatic message like Appointment Time, Appointment Date, Address, Phone, etc. from the Scheduler available fields list.
7. Select Save to save your changes, Close to close the window, and Delete only if you wish to delete the Station and reassign the appointments to another station.
8. Edit SMS Immediate template. You have 150 characters maximum for your SMS message. You may customize the message and insert the available fields from the Scheduler that appear in the column on the right. At any time, you may restore the default by selecting the Restore Default button.
9. Select Save to save your changes, Close to close the window, and Delete only if you wish to delete the Station and reassign the appointments to another station.

1. Open Appointment Click on an appointment you would like to setup a notification for. Then go to the Notifications tab.
2. Create Notification
   1. Select Text from the notification type list.
   2. Enter the clients phone number into the Mobile # field. Pick the Phone Carrier from the list.
   3. Then select when you would like this notification to go out from the Reminder Interval list. Immediate will send the notification immediately, the 15 min, 30min and 1-72 hours are reminders prior to the appointment.
   4. When done hit the Add New Notification button to create the new notification.
   5. Track Notification The scheduled notifications will display up top in the Existing notification box. The Processed Notification History box will show you the Sent Notification History.
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1. Open Appointment Editor Click on an appointment you would like to setup a notification for. Then go to the Notifications tab.
2. Create Notification
   1. Select Text from the notification type list.
   2. Enter the clients phone number into the Mobile # field.
   3. Pick the Phone Carrier from the list. Then select when you would like this notification to go out from the Reminder Interval list. Immediate will send the notification immediately, the 15 min, 30min and 1-72 hours are reminders prior to the appointment.
   4. When done hit the Add New Notification button to create the new notification.
3. Track Notification The scheduled notifications will display up top in the Existing notification box. The Processed Notification History box will show you the Sent Notification History.

1. Open Appointment Editor Click on an appointment you would like to setup a notification for. Then go to the Notifications tab.
2. Create Notification
   1. Select Phone from the notification type list.
   2. Enter the clients phone number into the Phone # field.
   3. Then select when you would like this notification to go out from the Reminder Interval list. Immediate will send the notification immediately, the 15 min, 30min and 1-72 hours are reminders prior to the appointment.
   4. When done hit the Add New Notification button to create the new notification.
3. Track Notification The scheduled notifications will display up top in the Existing notification box. The Processed Notification History box will show you the Sent Notification History.

We offer multiple template setup options based on your needs. You can edit company wide templates. or create specific Station, Task or Resource related message templates.

1. The Email body editor. Here you can edit the text, font, color add images and style your message.
2. Inserting information You can insert useful information into your automatic message. Like Appointment Date, Appointment Time, Address, Phone numbers and so much more. The EZnet Fields can be found in a drop down list (3) and inserted into your message.
3. EZ fields From this drop down list you can select a variety of information fields that will display the Appointment Information to your client. When you select one of the fields from the drop down, you will see for example [AppointmnetDate] added to your text. That field will enter the appropriate appointment date into your message when it is sent out.
4. Other Setting Email Subject will dictate the subject line of the email that this message will be sent with. You can Auto Send Appointment Confirmation for Appointments. As well as set to Send Reminders for all Appointments at a particular time.

Text message templates are quite straightforward to modify as well. Since the nature of text message is text only, there is not much to do when styling your text message notifications. Enter your text in the box and the available EZnet Fields are listed on the right. These fields will insert the appointment information into your message, like date, time or phone number.

Go to Notifications Menu Tab and Click Notifications Setup.

1. iCal Calendar Invitations This tool sends an automatic calendar invitation through email. The appointment then appears on the invitees calendar. This feature is universal and is integrated with most calendar providers. You can select a Plain Confirmation Email, which will feature a Text Only message. Or a Text Email with iCal Calendar invitation included. This invitation makes it easy for the user to add this appointment to their calendar of choice.
2. Confirmation vs Reminder Emails Confirmation Emails go out immediately after the appointment is booked. The Reminder emails go out at a specified interval time prior to the appointment.
3. Setting the Reminder Timeframe Select a specified time you would like your Reminder Notifications to go out prior to the appointment.

How to edit notification templates.

To add Users, simply click on "Company Account" in the top menu and select the "User Management" option.

Click on "Add new record" and fill out the information for your new User. Then click on the "Insert New User" button to save your new User.

1. Add new user. Click on the Plus to add a new User.
2. Search panel. This section will allow you to Search the Users based on criteria. You can also group your search by dragging and dropping it into the Drag-and-Drop section up-top.
3. Information list. This is how all your Users will be listed, Click on the Edit button to change the information.
4. General information. This section will allow you to edit the resource general information, set a price and limitations.
5. Reset password. Reset a specific user password.
6. Station view restrictions. This section will allow you to restrict certain users to see particular stations.

Mouse over Company Account on the menu of your scheduler and select Password Reset. Next type in your new password twice then click the "Change Password" button.

General Information. This section will allow you to edit the general account information, as well as set Custom Attachment Names which is an important tool in customizing your Scheduler. Please refer to Point 7.

1. Customize Attachment Names. Stations, Tasks and Resources can be called different names. For example:

This changes the Attachments (Task, Station, & Resource) Names throughout your Scheduler.

Working Hours. This section will allow you to set your company's hours. This will predetermine your day schedule time slots.

Appointment Options. Here you can specify various options to customize your scheduler.

1. Task Settings
2. Appointment Settings
3. Calendar Settings
4. Company Settings

Payment Info. You can see your Payment and Package information here.

Client Billing. Add an address to show on client invoices

Point of Sale. Selections of different e-commerce payment gateway options available to you.

Appointment statuses are small icons that appear on your appointment to identify its progress.

To set a status Right click on an appointment and mouse over "Set Appointment Status" right-click menu link, a menu with statuses appears, select a status from this menu to set it on the appointment. ex Alert, Confirmed, Running Late, No Show and so on.

Create or Update Status Statuses are small icons that appear on your appointment to identify its progress.

1. Begin by navigating to the status management area - in the main menu click on Company Administration > Manage Appointment Statuses
2. Select the Wrench "Edit" Icon to the right of the status you would like to change, update or create new statuses, and be sure to save the changes

You may add notes to specific appointments.

1. To add a note for a specific appointment, simply begin typing in the “Add New Note” box. Click the save icon to save the note.
2. The note then appears in the “Existing Notes” section.
3. To edit an existing note, click the pencil of the corresponding note.
4. Make your changes in the “Edit Note” box. Click save icon.

You can drag and drop appointments between Different time slots as well as different stations. You do this by putting your mouse over the appointment that you want to move click and hold it and drag it to the new time or new station that you want then let go of the mouse button. You will see that the appointment has been moved.

Click next to the appointment where you would like to double book. Complete the appointment details. Then, click “Save Appointment”.

1. To set a recurring appointment, in the calendar view, click on the desired time slot and complete the appointment details including station, resource, and task.
2. Click on the recurring tab. Select the recurring event check box.
3. The system will automatically alert you that double bookings may result. Select OK to continue.
4. Complete the recurring details for the appointment. Then click the “Save appointment” button.
5. Click “Close” button or the “x” to return to Scheduler.

You may send email, text, or phone reminders to your customers to help reduce no-show appointments.

1. To send reminders to your customers, simply click on the customer's appointment on your calendar.
2. Select the Notifications tab and choose which method you wish to use from the drop-down menu.
3. Enter the customer's information as prompted by the Scheduler. For text notifications, select the name of the customer’s cell phone carrier. See note below about new two-way text messaging coming soon.
4. Then choose the desired interval to deliver the notification from the available options in the drop-down menu.
5. Click Add Notification button to save your settings.

Please note we are currently testing two-way SMS text messaging. This Enhanced Text Messaging service will allow your customers to send a message back to the Scheduler to confirm, cancel, or reschedule appointments while automatically update the appointment status on the calendar. This feature will be available in designated plans soon.

If you need to make any changes to appointment reminders, it’s easy to do.

1. Find the customer’s appointment using the Search function. Just click anywhere in the calendar to open the Add Appointment window. Type in the search query using at least three letters and click the blue Search button.
2. Select the desired customer from the search results list.
3. From the Add Appointment window, select the Notifications tab and select the notification you wish to edit by clicking the yellow pencil icon.
4. Make the desired change/s and click Update Notification to save the new settings.
5. Close the window either by clicking the “x” in the upper right corner or the green Close button.

Text messages are limited to 153 standard characters universally per segment. For text messages longer than 153 standard characters, messages are automatically separated into segments to send and reassembled for the recipient. Nonstandard characters including emojis and non-standard languages consume characters faster and concatenate after 70 characters. Each segment counts as one text unit.