Turning off appointment reminders for one client
To stop automatic appointment reminders going to one specific client, without archiving them or changing reminders for any other client, use that client’s own reminder settings.
- Use the Quick Search bar at the top of Zanda to open the client’s profile.
- Go to Profile > Appointment Reminders.
- For each reminder that currently has a template selected, open the template dropdown and choose Choose Template to clear it.
- Click Save Changes.
This client-level setting overrides the account-level reminder templates and timing, and it only applies to this client’s future appointments. Other clients keep receiving reminders as normal, and the client’s profile stays active rather than being archived.
For the full walkthrough of every setting on this page, see Configuring Appointment Reminders.
Excluding a client from bulk marketing sends
Turning off Receives Marketing Communication on a client’s profile does not, by itself, stop a bulk send from reaching them. It sets a marker on the profile that staff can filter on when building a Bulk Send recipient list.
- Go to the client’s profile.
- Click the Admin tab, then Manage.
- Find Receives Marketing Communication and toggle it off.
- Click Save.
The marker only takes effect when whoever builds the recipient list applies it. When you send a bulk email or SMS through Tools > Communication > Bulk Send, set the Advanced Search filter Marketing Communication to Opted In before generating the recipient list. If your practice sends a bulk communication without applying that filter, a client whose profile is set to opted out is still included in the send.
If your practice sends bulk communications regularly, make applying the Marketing Communication: Opted In filter a standard step in your Bulk Send checklist, so opted-out clients are consistently excluded rather than depending on someone remembering each time.
See Sending Bulk Communications for the complete Bulk Send workflow, including how to review your saved recipient list before sending.
Other automations: pre-appointment, post-appointment, unpaid-invoice, and incomplete-form
Automation conditions only ever include clients. There’s no option to exclude a client or a classification, so adding a classification to the one client you want to leave out won’t stop their messages. Instead, turn the condition around so it includes only the clients who should receive the automation:
- Create a classification, for example “Receives automations”. See Setting Up and Using Client Classifications.
- Add it to every client who should keep receiving the automation, but not to the client you want to leave out.
- In the pre-appointment, post-appointment, or invoicing automation, select only that classification in the Client Classifications condition.
Clients you add later need the classification too, or they won’t receive the automation either.
Incomplete-form automations don’t have a Client Classification condition. Their only client condition is Client Status, so the same approach works there only if the client you want to leave out has a status you can leave unselected.
Use the Bulk Update feature to apply classifications to multiple client profiles.
See Automations FAQs for more on how these automation types are triggered and which clients they apply to.
Frequently Asked Questions
If I turn off Receives Marketing Communication for a client, does that also stop their appointment reminders?
No. Receives Marketing Communication only affects the Bulk Send recipient list, and only when the Marketing Communication filter is applied. To stop a client’s automatic appointment reminders, use the steps in Turning off appointment reminders for one client above.
Can I exclude one active client from unpaid-invoice or incomplete-form automations without archiving them?
Not directly, because automation conditions can’t exclude anyone. For pre-appointment, post-appointment, and invoicing automations, include everyone else instead with a classification, as described in Other automations above. For incomplete-form automations, use the Client Status condition the same way. Archiving the client’s profile stops all of these automations at once, but it also hides them from searches.