Same-day confirmations
How Fluent asks interpreters each morning to confirm today's appointments, where you see who has, and what to do when someone hasn't.
What you'll learn
- How Fluent asks interpreters each morning to confirm they're coming to today's appointments.
- How to see who has confirmed, and what to do when someone hasn't.
What a same-day confirmation is
An interpreter accepts an appointment when you offer it, often days ahead. The same-day confirmation is a second yes on the day itself, where the interpreter confirms they're coming to all of today's list.
- Who sees it: Owners, Admins, Managers, and Schedulers at your agency see who has confirmed.
- Confirming for an interpreter: any of them can record a confirmation with the Same Day Confirmation switch in the appointment window.
- What confirming changes: nothing on the appointment. The status stays Assigned, and the interpreter stays on it.
- Declining: there's no decline. An interpreter who can't make an appointment is told to call your agency.
How Fluent asks
Fluent sends each interpreter who has appointments today one email and one push notification. Fluent asks by 7:00 AM Central, or earlier when an interpreter's first appointment starts before 9:00 AM Central. The interpreter's steps are in Confirm today's appointments.
- The email, "Your Appointments for {date}": lists the day and has a Confirm Appointments button that confirms the whole day without signing in.
- The push, "Confirm Today's Appointments": opens the Fluent mobile app, where the interpreter confirms the day on the Daily Confirmation screen.
- What's in the request: only appointments that start today, have an interpreter, and are Assigned. An offer no one has answered, a Broadcast still open, and a canceled appointment aren't in it.
- An appointment added later: if it joins an interpreter's day after their request went out, Fluent sends a new email listing the whole day. The push goes out once a day.
- Settings: there are none for same-day confirmations. No other time, no other channel, no resend.
Who has confirmed
Click the ring to the left of the bell. Same-Day Confirmations shows "{x}/{y} interpreters confirmed" and a row per interpreter, those who haven't confirmed first.
- Confirmed: an interpreter counts as confirmed only when every appointment they have today is confirmed.
- Names: click one to open the interpreter's profile. An interpreter from a partner agency shows under the agency's name, which opens the agency's page.
- Which interpreters: the list follows the team you pick in the top bar, and updates as confirmations arrive.
The same answer shows in 2 other places.
- Appointments and calendar tiles: today's and earlier appointments show an icon next to the interpreter's name. A green check mark means they confirmed, a send icon means the request went out, and an empty circle means nothing was sent. Hover over it for the time.
- Dashboard: The Confirmations card reads "{x}/{y} interpreters confirmed appts today".
Status lines in the ring
| Status line | What it means |
|---|---|
| Confirmed {n} appointments at {time} | The interpreter confirmed the whole day in the app. |
| Manually confirmed {n} appointments at {time} | Someone at your agency recorded it, or the interpreter confirmed from the email. |
| Confirmed {x}/{y} appointments today | Part of the day is confirmed, for example after an appointment was added later. |
| Confirmation request sent at {time} | The email and push went out, and the interpreter hasn't answered. |
| Reminder scheduled to send in the morning | Today's request hasn't gone out yet. |
| Manual confirmation needed | No request was sent. The interpreter is deactivated, has no Fluent sign-in, or has no email. Confirm with them yourself. |
Record a confirmation yourself
When an interpreter confirms by phone, or never gets a request, record it on the appointment. The switch shows on today's appointments once an interpreter is saved, until the voucher is complete.
- On the appointment, click Edit.
- Turn on Same Day Confirmation in the header of the appointment window.
- Save the appointment.
The ring then reads "Manually confirmed", and the Appointment log records who did it. See Edit an appointment.
When an interpreter hasn't confirmed
Fluent sends no second request and takes no one off an appointment. The row stays at "Confirmation request sent" until someone acts.
Call the interpreter.
- They confirm by phone: record it with the Same Day Confirmation switch.
- They can't attend: offer the appointment to someone else. See Assigning interpreters.
Rules and limits
- One push per interpreter per day. One email per day, plus one more each time an appointment is added to their day.
- The email button confirms only today's appointments that are still Assigned to that interpreter. It skips the ones already confirmed, and leaves alone any canceled or reassigned since the email went out.
- Confirmations never change who is assigned or the appointment's status.
Troubleshooting
An interpreter isn't in the ring
Their appointment today is still Pending or Broadcast, not Assigned, or it's on a team other than the one you picked in the top bar.
"Manual confirmation needed" for an interpreter who uses Fluent
Fluent found no active sign-in with an email for them. Check that they aren't deactivated on Team › Interpreters and that their profile has an email.
The interpreter says the email button didn't work
The email is from another day, or every appointment in it was canceled or reassigned since it went out. They confirm in the app instead.
The messages are in Confirm today's appointments.