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.

Available in: Enterprise and Unlimited editions with Health Cloud and Video Calls Add-On license.

User Permissions Needed
Configure Video Calls feature	Video Calls permission set
Provide user access to Video Calls on Experience Cloud site	Video Calls for Experience Cloud permission set
To enable email tracking	Customize Application

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 work.
Next, 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. We suggest Appointment Confirmation.
4. Add a Unique Name. We suggest Appointment_Confirmation.
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.
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.
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.
6. For Condition Requirements, select All conditions are met.
7. Add a Condition with the values SchedStartTime for Field, Is Null for Operator, and $GlobalConstant.False for Value.
8. Add another condition with the values ContactID for Field, Is Null for Operator, and $GlobalConstant.False for Value.
9. For When to Run the Flow for Updated Records select Only when a record is updated to meet the condition requirements.
10. Optimize the Flow for Actions and Related Records.
11. Click Done.
12. Add the element Send Email Alert.
13. In the Action box type the name of the email alert, for example Appointment Confirmation.
14. Add a Label. We suggest Send Confirmation Email.
15. Add an API Name. We suggest Send_Confirmation_Email.
16. For Select Input Variables, choose {$Record.ID}.
17. Click Done
18. Save and activate the flow.
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 name for Flow Label. We suggest Send Email for Appointment Reminder.
6. Use the default Flow API Name.
7. Save your work.
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. Click Done.
16. Save and activate your flow.
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.

Health Cloud Administration

Setup an Email Appointment Link for Authenticated Users

See Also