---
title: The Print/Send Advice Checkboxes: Overview and Configuration
slug: portal-sub/the-printsend-advice-checkboxes-overview-and-configuration
docTags: 
createdAt: 2026-03-04T12:03:13.205Z
---

# Article Overview & Feature Requirements

The following article is intended for system administrators, clinic managers, or staff responsible for setting up communication preferences and templates. It explains the purpose of the Print/Send Advice checkboxes, provides guidance on their use, and explains how to configure them.

- [Purpose & Use Cases for the Print/Send Advice Checkboxes](docId\:AhcBNVpyvt9IAbCJrctF7)
- [Using the Print/Send Checkboxes](docId\:AhcBNVpyvt9IAbCJrctF7)
- [Configuring the Print/Send Advice Checkboxes](docId\:AhcBNVpyvt9IAbCJrctF7)
  - [Step 1: Enable SMS or Email Advice](docId\:AhcBNVpyvt9IAbCJrctF7)
  - [Step 2: Verify Patient-Level Settings](docId\:AhcBNVpyvt9IAbCJrctF7)
  - [Step 3: Configure the Default Behaviour](docId\:AhcBNVpyvt9IAbCJrctF7)

## Feature Requirements

- Profile Version 10.0.9+





# Purpose & Use Cases for the Print/Send Advice Checkboxes

The Print Advice and Send Advice checkboxes in the appointment window let you notify patients about their appointments.

- **Print Advice **generates a paper handout with appointment details. This can be used when you want to hand the patient physical confirmation.
- **Send Advice **delivers a notification to the patient by SMS or email, if those are available for both he clinic and the patient.

The Print/Send Advice checkboxes can be used for:

1. **Booking a new appointment:** Notify the patient immediately with either print, SMS and/or email. 
2. **Updating an appointment:** Inform the patient of changes (e.g., time, provider). Not all changes require notification. Administrative changes can be saved without sending advice.

:::hint{type="info"}
**Note: **These checkboxes are unchecked by default. You can enable them as needed when creating or updating an appointment, or configure the default behaviour so they are checked automatically. Defaults can be set at the individual level, as well as by user or role.


:::

# Using the Print/Send Advice Checkboxes

## The Print Advice Checkbox

You can always generate a printed copy of appointment advice, no matter the patient's communication preferences. To do this, users can follow these steps:

1. Go to **Work Centre > Appointments.**
2. Open an existing appointment or create a new appointment.
3. Select the **Print Advice** checkbox.

::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/geFek3KI3JLeBmIED58SC_ieelljv9jqdbtsylr65yudavwzbjhjuccq.png" size="100" isUploading="false" initialPath="assets/iEElLJv9jQdbTsYLr65yUDavWzBJhjuCcQ.png" githubPath="en/Appointment Management and Scheduling/Appointment Bookings and Views and Lists/assets/iEElLJv9jQdbTsYLr65yUDavWzBJhjuCcQ.png" position="flex-start" showCaption="false" indent="2"}

4. Click **Apply **and **OK **to save the details. 
5. The **Print Setup **window will open. Click **OK**.

::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/k0txRwZWQIEM51vsHIwen_n6qvvcx4atztmj0veswoif7cfmamev5hg.png" size="71" isUploading="false" initialPath="assets/N6QVVcX4atzTmJ0VEsWoIF7c_FmamEV5hg.png" githubPath="en/Appointment Management and Scheduling/Appointment Bookings and Views and Lists/assets/N6QVVcX4atzTmJ0VEsWoIF7c_FmamEV5hg.png" position="flex-start" showCaption="false" indent="2"}

6. Select your printer and click **OK**. 
7. A printed handout will be generated with appointment details (date, time, provider, location).

::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/Iay8EufjJLojsWRiulndF_dyut8yox3zjdfr1b4b8o31ws9jb4bs6jgw1.png" size="100" isUploading="false" initialPath="assets/DYuT8yOX3zJdFr1b4B8O31ws9jb4BS6JGw_1.png" githubPath="en/Appointment Management and Scheduling/Appointment Bookings and Views and Lists/assets/DYuT8yOX3zJdFr1b4B8O31ws9jb4BS6JGw_1.png" position="flex-start" showCaption="false" indent="2"}

## The Send Advice Checkbox

Send Advice is available if all criteria is met at the clinic and patient levels, and if contact details provided by the patient are correct. See the *Configuring the Print/Send Advice Checkboxes* for more information.

When conditions are met, you can send advice by completing the following steps:

1. Go to **Work Centre > Appointments.**
2. Open a new or existing appointment.
3. Select the **Send Advice **checkbox.

::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/hnZXpGtlGuER-o_jjJjqA_oyibtbeedtxky8ngmb5nzpje7hfyp5sooq.png" size="100" isUploading="false" initialPath="assets/OYIbTbeedTXKy8ngMb5nZPJE7hfYp5SOOQ.png" githubPath="en/Appointment Management and Scheduling/Appointment Bookings and Views and Lists/assets/OYIbTbeedTXKy8ngMb5nZPJE7hfYp5SOOQ.png" position="flex-start" showCaption="false" indent="2"}

4. Click **Apply **and **OK **to save the appointment. The advice message will be logged in the patient's record.





# Configuring the Print/Send Advice Checkboxes

To enable and customise the Print/Send Advice checkboxes, complete the following setup steps in Profile.

## Step 1: Enable SMS or Email Advice

1. Go to **Organisation > Preference > Internet **

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### Allow SMS Advice

1. Open the **Messages **tab.
2. Confirm that SMS functionality is enabled for your clinic. If it is not, contact your Customer Success Manager for details.
3. Select the **Send Appointment Advice by SMS **checkbox to confirm that you want to be able to send appointment advice by SMS.

::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/mhUWpRGqNeLdT1thL1iO1_bxt-0pxexpgxnipf8iumvzchabh2dr7kw.png" size="70" isUploading="false" initialPath="assets/BxT-0PXEXPGxnipf8iUmvZCHaBH2Dr7_Kw.png" githubPath="en/Appointment Management and Scheduling/Appointment Bookings and Views and Lists/assets/BxT-0PXEXPGxnipf8iUmvZCHaBH2Dr7_Kw.png" position="flex-start" showCaption="false" indent="2"}

4. Customise the SMS template with message body and print variables. Print variables let you dynamically insert appointment details such as provider name, clinic, and appointment date.

::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/pkOSx8i1RgFxip2jpKH2F_nlpbx4lfvozj7wrttw0bcwmnxyv5vr6hlq.png" size="100" isUploading="false" initialPath="assets/NlPBX4lfVOzJ7WrTtW0BcwMnXyv5VR6hLQ.png" githubPath="en/Appointment Management and Scheduling/Appointment Bookings and Views and Lists/assets/NlPBX4lfVOzJ7WrTtW0BcwMnXyv5VR6hLQ.png" position="flex-start" showCaption="false" indent="2"}

5. Click **Apply** and **OK **to save your changes.

### Allow Email Advice

1. Open the **Email Templates **tab.

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2. Select the **Send Appointment Advice by Email **checkbox to confirm that you want to be able to send appointment advice via email.

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3. Double click the **Appointment Advice** email template. In the **Email Template Editor **window that opens, update the **Subject **and **Message** fields to suit your clinic's needs. Both fields accept print variables for appointment details. Print variables let you dynamically insert appointment details such as provider name, clinic, and appointment date.
4. Click **OK **to close the window.
5. Click **Apply **and **OK **to save your changes in the **Preferences **window.

:::hint{type="info"}
**Note:** If both the **Send Appointment Advice by SMS **and the **Send Appointment Advice by Email** checkboxes have been selected, you can send appointment advice through both channels.

:::


Step 2: Verify Patient-Level Settings
-------------------------------------

1. Ensure patients have valid contact details (email and/or mobile) in their patient details.
2. A patient’s preferred communication method can be set when their details are first entered, or later in the **Alter Patient** window. Click the **Email **and/or **SMS **checkboxes within the **Communicate by** field to indicate the patient’s opt-in communication preferences.

::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/O5jxnnpFjzjwpQOr5wuDZ_07iml2sdldj2tei3huasqmchu7rtvcuiw.png" size="100" isUploading="false" initialPath="assets/07IML2sdLDj2tEI3HuaSqm_CHU7rTVCUiw.png" githubPath="en/Appointment Management and Scheduling/Appointment Bookings and Views and Lists/assets/07IML2sdLDj2tEI3HuaSqm_CHU7rTVCUiw.png" position="flex-start" showCaption="false" indent="2"}

:::hint{type="info"}
**Note: **If either option is disabled, the corresponding **Send Advice **checkbox will not appear in appointments. In addition to this, the icons seen in the screenshot below (from the appointment windows) will indicate why the specific contact method is not applicable.
::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/A9TA5H64q2M5kxJ8C3KYA_scyzhqvbjsxukzqd3sxkwfbti-8b7e4kyq.png" size="28" isUploading="false" initialPath="assets/SCYZhQVBjsXukzQd3sXkWFBTI-8B7E4KYQ.png" githubPath="en/Appointment Management and Scheduling/Appointment Bookings and Views and Lists/assets/SCYZhQVBjsXukzQd3sXkWFBTI-8B7E4KYQ.png" position="flex-start" showCaption="false"}

:::


Step 3: Configure the Default Behaviour
---------------------------------------

By default, both Print/Send Advice checkboxes are unchecked in the** **appointment window. You can change this for new appointments. For this example, we want to make it so the Send Advice checkbox will be enabled for all new appointments going forward.

1. Open an appointment.
2. Select the **Send Advice **checkbox. 
3. At the bottom left of the window, select the **Set Defaults for This Window **button. A new window will open.

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4. In the **Set Defaults for This Window** window, check the **Base Parameters **checkbox and click **OK**.

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5.  Open a new appointment window to test that the **Send Advice ** checkbox is checked by default.

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:::hint{type="info"}
**Note:** The default behaviour of the **Print/Send Advice** checkboxes can also be configured by user or by role. This ensures that whenever a specific user, or anyone assigned to a role, opens an appointment window, the updated checkbox defaults will apply.

:::

### To configure by user or role:

1. From the **Set Defaults for This **window, click **Copy To**

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2.  Select **User **and search for the user, or select **Role **and choose the applicable roles.

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::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/ofo1qigN3RlXsNCDb4xNZ_4hqpvzc0cupec45rhrbww1syluqpo0y9za.png" size="56" isUploading="false" initialPath="assets/4hQpvZC0CupeC45rHrBWW1SyluqpO0Y9ZA.png" githubPath="en/Appointment Management and Scheduling/Appointment Bookings and Views and Lists/assets/4hQpvZC0CupeC45rHrBWW1SyluqpO0Y9ZA.png" position="flex-start" showCaption="false" indent="2"}

3. Click **Copy**.
4. Open a new appointment window to confirm that the Send Advice checkbox is now checked by default.

:::hint{type="info"}
**Note:** Default applies only to new appointments. For updates to existing appointments, users must manually select **Send Advice** if they want to notify the patient.

:::

# Learn More

For other related articles on the Print/Send Advice checkboxes, please see:

- [Book an Appointment in Profile](docId\:yIpIkw7wL0WX2k1qOJ4tG)