Setup an Email Appointment Link for Authenticated Users

Let your patients know with an automated email that their appointment is confirmed. Provide a convenient button in the email to access your Experience Cloud site.

1. Edit the button in the email template so the link connects to your Experience site login page.
   1. From Setup, in the Quick Find box, enter Email Templates, then select Classic Email Templates.
   2. Click the Scheduled Video Call Details for Authenticated Users email template.
   3. Click Edit HTML Version.
   4. At the end of the html, look for class=”button”href=[PORTAL_URL]”. Replace the [PORTAL_URL] with the URL of your Experience site login page.
   5. Save your changes.
2. Create an email alert for the appointment confirmation.
   1. From Setup, in the Quick Find box, enter Email Alerts, then select Email Alerts.
   2. Click New Email Alert.
   3. Add a Description.
   4. Add a Unique Name.
   5. Select the Service Appointment object.
   6. Select the Scheduled Video Call Details for Authenticated Users email template you edited.
   7. For Recipient Type, choose Service Appointment Owner and Record Created as Selected Recipients.
   8. For From Email Address, choose Current User’s Email Address.
      Alternatively, set up a do-not-reply email address for this alert.
   9. Save your work.
3. Create a record-triggered flow to automatically send an appointment confirmation email when the appointment is booked.
   1. From Setup, in the Quick Find box, enter flows, and then select Flows under Process Automation.
   2. Click New Flow, and then click Start From Scratch.
   3. Select Record-Triggered Flow, then click Create.
   4. Select Service Appointment as the object.
   5. Choose to trigger a flow when A record is created or updated.
   6. For Condition Requirements, select All conditions are met (and).
   7. Add a Condition with these values:
      • Field: SchedStartTime
      • Operator: Is Null
      • Value: $GlobalConstant.False
   8. Add another condition with these values:
      • Field: ContactID
      • Operator: Is Null
      • Value: $GlobalConstant.False
   9. For When to Run the Flow for Updated Records select Only when a record is updated to meet the condition requirements.
   10. Optimize the Flow for Actions and Related Records.
   11. Add the element Send Email Alert.
   12. In the Action box, enter the name of the email alert. For example, enter Appointment Confirmation.
   13. Add a unique label
   14. Add an API Name.
   15. For Select Input Variables, choose {$Record.ID}.
   16. Save and activate the flow.
4. To add a scheduled path and send an appointment reminder, create a version of the appointment confirmation flow. These steps create a flow that sends an email one day before the scheduled appointment.
   1. From Setup, in the Quick Find box, enter flows, and then select Flows.
   2. Click the label of the flow that you built for appointment confirmation.
   3. Click Save As.
   4. Click the A New Flow tab.
   5. Add a unique name for Flow Label.
   6. Use the default Flow API Name.
   7. Save your changes.
   8. Click the Start button to expand. Then click Add Scheduled Paths.
   9. Enter a name for Path Label. We suggest One Day Prior To Start.
   10. Use the default API Name.
   11. For Time Source, select ServiceAppointment:ScheduledStart.
   12. For Offset Number, select 1.
   13. For Offset Option, select Days Before.
   14. In Advanced Options for Batch Size, enter 200.
   15. Save and activate your flow.
5. Enable email tracking.
   The appointment confirmation email with include personal health information about the patient. Tracking these emails is suggested to ensure they are received by the intended recipient.