How to keep clients informed about appointments

4appointments sends no messages to clients, so here’s a simple manual routine that works.

Management for business

4appointments doesn’t send messages to clients: no confirmation emails, no reminders before the appointment and no notices of cancellation or change. Here’s what clients do see and how to keep them informed yourself in a few minutes a day.

What the client sees: after sending a request on your public page, a final screen says the request was sent and shows a management link for cancelling or rescheduling. Nothing goes out by email, SMS or any messaging app, so the client should save that link.

What your team does: every new request appears in the bookings list as pending. Open the list at fixed times, confirm or reject each request and, straight afterwards, tell the client by phone or message. A one-line note with date, time and address is plenty.

Reminders are a manual job. The day before, open the next day’s bookings in the calendar and contact the clients who need a nudge. You can export the list as CSV, XML or PDF to work from, and the manual client list can hold phone numbers, since the public form doesn’t keep them.

Changes work the same way. If you move or cancel a booking in the panel, the client isn’t told, so contact them. For bookings you create yourself, and for recurring-series sessions, copy the management link and send it on.

Key points

  • ✓The booking flow sends no emails, SMS or app messages to clients
  • ✓The management link on the final screen is the client’s only self-service tool
  • ✓Tell clients whenever you confirm, move or cancel a booking

Common questions

Can I set up automatic reminders somewhere in the settings?+

No. There’s nothing to configure, because the system sends no messages to clients. Reminders have to be done by your team.

Does my plan include SMS or WhatsApp for appointments?+

Not for bookings. The plans include access to other apps in the ecosystem, with their own data, but the booking flow itself doesn’t send SMS or WhatsApp messages.

More guides to read

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