Emailing Upcoming Appointments

This article shows you how to send a Participant a list of their upcoming appointments using the Upcoming Appointments Quick Action available on the Contact record.

Maica allows authorised users to send Participants a list of their upcoming appointments directly via email. This is achieved using a configured Lightning Email Template and a streamlined Quick Action accessible from the Contact record

What are Upcoming Appointments?

Upcoming Appointments refer to scheduled sessions or services linked to a Participant that are due to occur within a specified date range. These can include therapy sessions, consultations, or any other service activities recorded in Maica.

How do I Email Upcoming Appointments to a Participant?

Step 1: Select the Upcoming Appointments Quick Action

1. Open the Participant’s Contact record in Maica.

2. In the top-right corner of the record, click the Upcoming Appointments Quick Action.

Step 2: Choose the Date Range

1. In the pop-up modal, begin by entering a Start Date and End Date.

This defines the window of appointments you want to include in the email.

1. Select the Status

This filters which appointments will be included.

Step 3: Apply Additional Filters (Optional)

You can further narrow down the list of appointments by applying any of the following filters:

• Appointment Service

• Resource

• Location

Note, If no filters are applied, all values will be included by default.

Appointments are selected based on whether they are linked to the Participant (Contact) through:

• Appointment → Location

• Appointment → Delivery Activity → Appointment Service

• Appointment → Appointment Resource → Resource

Only appointments falling within the filter criteria are displayed and sent.

Step 4: Click Generate

Once all filters are set:

1. Click Generate.

2. Maica will create an email using your organisation’s Upcoming Appointments template.

3. The list of matching appointments will be included directly in the body of the email.

The email will be sent using the From Email Address and Email Template set in the Upcoming Appointments settings. To learn more about these Settings, click here.

FAQs

Can I customise the appointment email format?

Yes. A default Lightning Email Template called Upcoming Appointments Email Template is provided. It can be cloned and tailored to match your organisation's branding.

Can appointments be sent as a PDF attachment?

No. As of now, appointments are sent embedded within the email body only.

What happens if no appointment status is selected?

All statuses will be included by default if none are selected in the filter.

Why am I not seeing the Quick Action?

Access to the Quick Action depends on your user role and page layout configuration. Contact your administrator if it is not visible.