Appointment Reminders Report
The Appointment Reminders Report shows, for each appointment in a date range, which reminders are scheduled and which have already been sent, with their delivery status. Use it to check that reminders are going out and to find appointments that are missing them.
To set up reminders, choose channels, or change send times, see Appointment Reminders.
Who can use it
Go to Reports > Appointment Reminders. The report is available to Platform Admins and Organization Admins on the Practice and Enterprise plans.
Filters
- Start Date and End Date: the appointments to include. The report opens on 7 days ago through 7 days from today.
- Search patients or practitioners: narrows the list by patient or provider name.
Summary
Four counts sit at the top: Total Appointments, Total Triggers (reminders found across those appointments), Valid Appointments, and Invalid Appointments. When there are problems, alerts below the counts show the number of critical errors, warnings, and reminders that are missing their schedule.
Columns
| Column | What it shows |
|---|---|
| Valid | A check when the appointment has no critical errors. An alert icon when it has at least one. |
| Status | The appointment status, such as booked or cancelled |
| Start Time | When the appointment starts |
| Patient | The patient on the appointment |
| Practitioner | The provider on the appointment |
| Triggers | One chip per reminder: the channel (email, sms, inapp) and how many minutes before the appointment it is set for |
| Settings | Practitioner notification settings, shown as an icon. Hover to see whether appointment reminders and schedule-change notifications are enabled. |
| Actions | Repair missing schedules for that appointment |
Expand a row to see each reminder trigger. A trigger that has already fired shows when it was sent and its delivery status. A pending trigger shows its scheduled fire time and its schedule status:
- The EventBridge schedule state (for example,
ENABLEDorDISABLED) - Missing — no schedule exists for the reminder
- Fired — the send time has passed and no schedule was found
Issues the report flags
| Message | Level | What it means |
|---|---|---|
| No reminder schedules found | Warning | An upcoming booked appointment has no reminders. Check Settings > Reminders, that the appointment has a provider, and that it was booked before the reminder times. |
| EventBridge schedule missing for (channel) reminder | Error | A reminder that has not been sent has no schedule behind it, so it will not go out |
| EventBridge schedule is (state) | Warning | A reminder's schedule exists but is not enabled |
| Reminder time passed for (channel) | Info | The send time has passed and no delivery was recorded |
| No notification settings found for practitioner, or Appointment reminders disabled for practitioner | Warning | Comes from an older provider-level setting. It does not stop reminders from sending. |
An appointment is Valid when it has no errors. Warnings and info items do not make it invalid.
Repair
Repair missing schedules (in the Actions column) and Repair All (in the missing-schedules alert) recreate missing schedules for reminders that were set up by earlier versions of CareLaunch. If a repair reports that nothing was fixed and a reminder is still missing for an upcoming appointment, contact support.
Export
Click Export to download the appointments in the report as a CSV file with these columns: Appointment ID, Status, Start Time, Patient, Practitioner, Triggers, Valid, and Issues.
The export contains patient names. Store and share it the way you would any other file with patient information.
Related documentation
- Appointment Reminders — set up channels, send times, and wording
- Notification Settings
- Appointment Scheduling
Last updated: October 2026