Updated for the new Rehab Guru design. Client details and notification settings are now on the client's Details page, and Bulk actions is in the "..." menu at the top right of the Clients page. See What's new: the Rehab Guru redesign.
What’s New?
WhatsApp Appointment Confirmations - Automatically confirm appointments with clients via WhatsApp once they are booked.
WhatsApp Reminders - Automatically remind clients of upcoming appointments via WhatsApp.
Default Notification Management - Team admins can manage default settings for WhatsApp and other notifications in Account > Account & Organisation > Team > Team details.
This video shows the previous design; the steps below are up to date.
Check Client Mobile Numbers
In order for WhatsApp messages to be delivered, each relevant client profile must include a valid mobile number in their Client Details. Likely, some of your previously added Client profiles won't have their mobile number added.
To check or update:
Go to Clients and click the client's name (or use the row ... menu and choose View client).
Choose Details in the section menu on the left.
Make sure the Phone number field in the Contact card holds the client's mobile number.
Click Save details at the foot of the page.
Adding a mobile number to Client Details
How to Set Up and Manage Notification Preferences
1. Update Default Settings (currently only available for a Team)
To configure your default WhatsApp notification settings:
Go to Account > Account & Organisation > Team and open the Team details tab.
Ensure Enforce team collaboration is switched on.
Scroll to Notification preferences.
Tick the WhatsApp boxes for Appointment reminders and Marketing as needed (the Email boxes set the email defaults).
Click Save Team.
These settings will apply to all new clients moving forward.
Applying your notification preferences in Team settings
Note: Default Notifications for a Team can only be set by the Team Admin.
Apply Notification Preferences to all Existing Clients
If you'd like to apply these new notification settings to your current client base, follow these steps:
Go to Clients in the left sidebar.
Click the ... (More client actions) menu at the top right of the Clients page.
Choose Bulk actions.
In the Bulk Apply Settings window, switch on Notification Preferences.
Click Apply to Existing Clients to update all existing client profiles with your default notification settings.
Applying settings in bulk overrides any custom notification settings you have previously set on individual clients.
Opening Bulk actions from the Clients ... menu
Choosing Notification Preferences in Bulk Apply Settings
Apply Notification Preferences to an Individual Client
If you'd like to apply these new notification settings to individual clients, follow these steps:
Go to Clients in the left sidebar.
Click the client's name, or use the row ... menu and choose View client.
Choose Details in the section menu on the left and go to the Notifications card (click Notifications under ON THIS PAGE to jump to it).
Tick the Email and WhatsApp boxes you want for Appointment & programme reminders and Marketing communications.
Click Save details at the foot of the page.
Managing individual client notification preferences
Turning off WhatsApp messages
If you would rather clients did not receive WhatsApp messages from you:
Go to Account > Account & Organisation > Team and open the Team details tab.
Under Notification preferences, untick the WhatsApp box for Appointment reminders, and for Marketing if you use it.
Click Save Team. This changes the default for new clients.
To update your existing clients too, follow the steps in Apply Notification Preferences to all Existing Clients above, as each client's own settings take priority over the default.
Your clients will still receive any appointment emails you have switched on.
Frequently Asked Questions
Can I change the WhatsApp message content?
No, not at this stage.
The WhatsApp confirmation and reminder messages are system-generated to ensure consistent delivery and compliance with WhatsApp’s messaging policies. Customisation options may be considered in future updates.
Here is an example of the WhatsApp confirmation message that is sent to your Client:
Can clients reply to WhatsApp messages?
No. WhatsApp confirmations and reminders are one way, so if a client replies, their message isn’t passed on to you and doesn’t appear anywhere in Rehab Guru. Each message ends with a line telling the client this, as in the example above: “Replies will not be sent to your therapist.”
If you’d like clients to be able to cancel or move an appointment themselves, add cancel and reschedule links to your confirmation and reminder emails. See How to use the Cancel, Reschedule and Add to Calendar Links in Emails.
When are WhatsApp reminders sent?
WhatsApp reminders are sent 24 hours before the appointment. At this stage, the timing of reminders cannot be changed.