Appointment reminders: what you can do today

What 4appointments does and does not do today

When a client books through the public page, the booking stays pending and holds the slot until your team confirms or rejects it. Neither confirming nor rejecting sends the client a message, and the same goes for cancellations and changes made by the team. Some plans include SMS and WhatsApp quotas from 4notify, but the booking flow does not use them. So do not assume the client receives anything automatically: if you want them to remember the appointment, you need to contact them yourself.

• Bookings from the public page stay pending until your team confirms them.
• Confirming, rejecting, cancelling or changing a booking sends the client no message.
• The SMS and WhatsApp quotas in your plan are not used by bookings.
• Pending requests that nobody resolves are cancelled automatically, without notice, about an hour after the requested time ends.

Give the client the essentials at the moment of booking

The best time to prevent a missed appointment is the booking itself. Tell the client, in person or on your website, when and how you will be in touch. A few details are worth knowing:

• The link to cancel or reschedule appears on the client's confirmation screen and is not emailed. Suggest that they save it.
• For bookings created by your team, the client never sees that screen: copy the manage link and send it yourself.
• The phone number typed into the public form is not stored, but if the client entered an email address you can write to them from your own account.
• Because no message is sent automatically, tell the client the service, date and time when you confirm the booking.

A manual routine for the day before

A short routine done at the same time every day works better than an occasional effort. Open tomorrow's bookings in the panel, or export the list to PDF and print it. Contact each client on the channel they gave you, such as a phone call, a personal message or an email from your own account, and ask for a short reply confirming attendance. If someone cancels, cancel the booking in the panel so the slot becomes free again. Repeat the service, date, time and place in your message so the client does not have to look for them. Each provider's ICS link can also show the day's bookings in a personal calendar app, which reminds the team, not the client. A service message should stick to what the client needs to know, without offers or news. General information, not legal advice.

Common questions