How to remind clients before an appointment
4appointments sends nothing to clients, so a short daily routine with your own channels does the job.
Real-world problems
Many clients forget an appointment through no fault of their own. 4appointments does not send reminders, by email or by text, so the reminding is up to you. The good news is that the panel gives you everything needed to do it in a few minutes a day.
Open tomorrow’s bookings. In the Bookings section, use the day, week or agenda view, or the list, to see who is coming next. If you work with a team, each provider has their own calendar, and the team calendar shows everyone at once, depending on the visibility rules you have set.
Check how to reach each client. The public form asks for a name, an optional email address and a free note, and the phone number from the form is not kept. So for important appointments, ask for an email address when you confirm, or add the client to your own client list with a phone number.
Send the message yourself from your usual channel: phone, email or a messaging app. Keep a short text ready that you paste each time: the date, the time, the address and a line such as “reply if you can no longer come”. No messages are sent from 4appointments on your behalf.
Include the management link. Each booking has a client link for cancelling or rescheduling, which you can copy from the booking details. It is not emailed by the tool, so sending it with your message gives the client a simple way to free the slot instead of staying silent.
Help providers remind themselves. Each provider can subscribe to their own calendar through an ICS link in the phone calendar they already use, so their schedule alerts them in the way they prefer. Updates depend on how often that calendar app refreshes.
Key points
- ✓The tool sends no client messages: you remind clients through your own channels
- ✓The day and agenda views make tomorrow’s list a one-minute job
- ✓Copy the management link from the booking and send it with your message
- ✓Providers can follow their schedule on a phone calendar through an ICS link
Frequently asked questions
What if I have no email address or phone number for a client?+
Email is optional on the public form and the phone number is not kept. Ask for a contact when you confirm the booking, or add the person to your client list by hand.
Can the client confirm they are coming?+
Not through 4appointments. The management link only lets the client cancel or reschedule, so ask them to reply to your message if you need a confirmation of attendance.
Related guides
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