Notification Settings

Configure how Praxi sends notifications to practitioners, clients, and staff across email, SMS, and in-app channels.

Overview

Praxi's notification system includes:

Channel	Use Cases	Cost
Email	Appointment reminders, invoices, reports	Included
SMS	Urgent reminders, confirmations	Per message
In-app	Real-time alerts, tasks	Included
Push	Mobile app notifications	Included

Notification Categories

Client Notifications

Notification	Default Channel	Timing
Appointment confirmation	Email + SMS	Immediately
Appointment reminder	SMS	24 hours before
Cancellation notice	Email + SMS	Immediately
Invoice sent	Email	On creation
Payment receipt	Email	On payment
Forms to complete	Email	48 hours before

Practitioner Notifications

Notification	Default Channel	Timing
New appointment	In-app	Real-time
Cancellation alert	In-app + Email	Real-time
Unsigned notes	Email	Daily summary
Task assigned	In-app	Real-time
Client no-show	In-app	15 min after start
Risk alert	In-app + SMS	Immediate

Administrative Notifications

Notification	Default Channel	Recipients
Daily summary	Email	Practice Owner
Weekly report	Email	Practice Owner
Payment received	Email	Accountant
Credential expiring	Email	Practice Owner + Practitioner
System alerts	Email	Practice Owner

Configuration

Accessing Settings

1. Go to Settings → Organisation → Notifications
2. Select category to configure
3. Adjust settings as needed
4. Save changes

Organisation Defaults

Set defaults for the entire practice:

1. Go to Settings → Organisation → Notifications
2. Configure:

Setting	Options
Default reminder timing	24h, 48h, 72h before
SMS enabled	Yes/No
Email sender name	Practice name
Reply-to address	Your email

Channel Configuration

Email Settings

Setting	Description
Sender name	Appears in "From" field
Reply-to address	Where replies go
Email footer	Practice details, unsubscribe
Branding	Logo, colours
Send as practitioner (Gmail)	Send emails from the practitioner's Gmail address

Gmail Integration

If your practice uses Google Workspace, you can enable Send as Practitioner to have emails sent from each practitioner's own email address rather than a generic practice address. This requires the Google Workspace integration to be connected.

SMS Settings

Setting	Description
Sender ID	Practice name (3-11 alphanumeric characters)
SMS provider	AWS End User Messaging (IRAP PROTECTED)
Character limit	160 per segment
Auto-reply	Enable automatic replies to incoming SMS
SMS forwarding	Forward incoming SMS to a designated mobile number

SMS Costs

SMS messages are charged per segment (160 characters). Unicode messages use 70 characters per segment. Review costs in Settings > Billing > SMS Credits.

Client Notification Preferences

Setting Preferences

Clients can set their preferences:

1. During intake form completion
2. Via client portal
3. Through reception updates

Preference Options

Preference	Options
Reminder channel	Email, SMS, Both, None
Reminder timing	24h, 48h, 72h
Invoice delivery	Email, Portal only
Marketing	Opt-in/Opt-out
Portal messaging	Enabled/Disabled

Client Portal Messaging

When enabled, clients can send and receive messages through the client portal. Toggle this at Settings > Organisation → Notifications.

Overriding Defaults

For individual clients:

1. Go to Clients → [Client] → Preferences
2. Adjust notification settings
3. Save

Appointment Reminders

Reminder Configuration

Setting	Description	Default
First reminder	Primary reminder timing	24 hours
Second reminder	Optional follow-up	2 hours
Include location	Address in reminder	Yes
Include practitioner	Name in reminder	Yes
Confirmation request	Ask to confirm	Yes

Reminder Templates

Customise reminder messages:

1. Go to Settings → Organisation → Notifications
2. Select Appointment Reminder
3. Edit template:

Hi {{client_first_name}},

This is a reminder of your appointment:

Date: {{appointment_date}}
Time: {{appointment_time}}
With: {{practitioner_name}}
Location: {{location_address}}

Reply YES to confirm or call {{practice_phone}} to reschedule.

{{practice_name}}

Available Variables

Variable	Description
{{client_first_name}}	Client's first name
{{client_full_name}}	Full name
{{appointment_date}}	Date formatted
{{appointment_time}}	Time formatted
{{practitioner_name}}	Practitioner's name
{{location_address}}	Appointment location
{{practice_name}}	Practice name
{{practice_phone}}	Practice phone

Invoice Notifications

Invoice Email Settings

Setting	Description
Send automatically	On invoice creation
Include PDF	Attach invoice PDF
Payment link	Include online payment
Due date reminder	Days before due

Payment Receipts

Setting	Description
Auto-send receipt	After payment
Receipt format	Email or PDF
Include transaction ID	For reconciliation

Practitioner Notifications

Personal Preferences

Each practitioner can set their preferences:

1. Go to Settings → Notifications
2. Configure:

Setting	Options
Email frequency	Real-time, Daily digest
Mobile push	Enabled/Disabled
Quiet hours	No notifications during set times
Desktop alerts	Browser notifications

In-App Notifications

Notification Centre

Access via bell icon in header:

• Unread count displayed
• Grouped by category
• Click to navigate
• Mark as read/unread

Notification Types

Type	Persistence	Action
Transient	Until dismissed	Info only
Persistent	Until actioned	Requires response
System	30 days	Important updates

Compliance Notifications

Force-Enabled Notifications

Some notifications cannot be disabled (platform-enforced):

Notification	Reason
Security alerts	Account protection
Credential expiry	Registration compliance

Audit Notifications

For compliance, track:

• All notification sends
• Delivery status
• Open/click rates
• Bounce handling

Delivery Tracking

Email Tracking

Status	Meaning
Sent	Email dispatched
Delivered	Reached inbox
Opened	Client opened email
Clicked	Link clicked
Bounced	Delivery failed
Unsubscribed	Client opted out

SMS Tracking

Status	Meaning
Sent	Message dispatched
Delivered	Reached device
Failed	Delivery failed
Undeliverable	Invalid number

Viewing Delivery Status

1. Go to Reports → Communications
2. Filter by date, type, status
3. View individual message status
4. Export for analysis

Troubleshooting

Emails Not Delivered

If emails aren't reaching clients:

1. Check spam/junk folders
2. Verify email address correct
3. Check domain reputation
4. Review bounce reports
5. Contact support if persistent

SMS Not Delivered

If SMS fails:

1. Verify phone number format
2. Check number is mobile (not landline)
3. Verify SMS credit balance
4. Check carrier restrictions
5. Review failed message logs

Client Reports No Notification

If a client says they didn't receive:

1. Check client notification preferences
2. View delivery status in logs
3. Verify contact details current
4. Check unsubscribe status
5. Resend manually if needed

Best Practices

1. Test templates - Send test notifications before launching
2. Monitor delivery - Check bounce rates regularly
3. Respect preferences - Honour opt-outs
4. Clear sender info - Use recognisable practice name
5. Keep messages brief - Especially SMS
6. Include essentials - Date, time, location, contact

Scheduling Notifications

Business Hours

Set when notifications can be sent:

1. Go to Settings → Organisation → Notifications
2. Set:
   • Business hours (e.g., 8am-6pm)
   • Quiet hours (e.g., 9pm-7am)
   • Weekend handling
3. Messages queue until appropriate time

Time Zones

Notifications respect:

• Practice time zone (default)
• Client time zone (if set)
• Practitioner time zone (for personal notifications)

Related

• Organisation Settings
• Client Management
• Booking Appointments
• Invoice Management

Was this page helpful?