Q: How do we send appointment reminders to clients? Why didn’t my client receive the appointment reminder?

A: EMHware offers 3 types of Appointment Notifications: Confirmations, Reminders, and Follow-ups. Admins can reach out to EMHware Support to help with setting up the requested types and times.

• After appointment reminders are enabled and configured, first, workers must manually set up appointment notification reminders through the dataset either by email and/or phone number.
• Next, when workers create appointments for clients, the client must be set as Present when it is initially saved for the appointment notification(s) to send to the client’s phone number or email address.
• Admins can access User Menu > Administration > EMHware Console > Auditing Tools and run an activity audit using the following activity types: Appointment Notification Not Sent and Appointment Notification Sent to confirm if an appointment confirmation, reminder, and/or follow-up was successfully sent or failed to send to a client.

Q: Is there a way to prevent overlapping appointments for workers? If worker A has an appointment with client 1 but worker B is scheduling worker A for an appointment with client 2, but cannot see the first client appointment due to privacy and/or file restrictions, how do we ensure staff like worker A are not double-booked? 

A: EMHware has two config settings that can assist with this issue. 1) Double Booking Check: a warning pops up and displays when creating a contact or appointment when the worker is already booked. The warning can be bypassed by selecting Ok. 2) Double-Booking Error: This configuration displays an error rather than a warning and prevents overlapping appointments and contacts from being created for a worker. 

• Admins can reach out to EMHware Support to turn ON one of these config features. 

Q: How do I ensure client appointments display on my dashboard calendar?

A: The worker must be added as either a main or support worker in each appointment they want to display on their dashboard calendar.

Q: How do I print appointments from a client file?

A: Individual appointments can be printed from within the Appointments tab of a client file or sent to the client's attachments by selecting the PDF button.

• As of May 2025, admins can assign a role permission to users as applicable to export appointments and other sections of the file in bulk by date parameters. This feature can be reviewed in the Client File Export article. 

Q: Can I edit an appointment that has been resolved into a contact?

A: Appointments that have been resolved into a contact become read-only and are directly linked to the editable contact. To make the appointment editable again, the corresponding contact must be deleted. 

Q: How do I set multiple consecutive appointments?

A: By using our Recurring Appointments feature. An approved agency admin can contact EMHware Support to enable this feature for your agency.