How do I keep clients informed about appointments?
The tool sends no emails or texts to clients, so a short routine of your own covers each step.
Special cases
Clients like to know that their appointment is confirmed, when it takes place and how to change it. 4appointments does not send emails, text messages or app messages to clients at the moment, so this communication comes from you. Done in a regular order, it takes little time and feels personal.
At booking: the client sees a final screen with the details and a management link for cancelling or rescheduling. Nothing is emailed. Suggest to clients, when you share your booking link, that they save this link, since it is their way to change the booking later.
At confirmation: a public booking is pending until your team confirms or rejects it in the Bookings section. Neither action notifies the client. After you confirm, send a short message through the channel you normally use, such as the phone, an email or a messaging app, with the date, time and address.
For bookings you create yourself, and for each session of a recurring series, the client sees no confirmation screen at all. Copy the management link from the booking details and send it by hand together with your message.
Before the day and after a change: a short call or message from you is the best way to avoid empty slots, and the day and agenda views list the next appointments, so the round takes a minute. Ask for a contact when you confirm, since email is optional on the public form and the phone number is not kept. If you move or cancel a booking, tell the client yourself, and look at the calendar every day, because clients who change things through their link do not notify you either. There are no message templates or variables such as {client_name}, {appointment_date} or {service}, so write the real details into each message.
Quick takeaways
- ✓No emails, texts or app messages go to clients from 4appointments
- ✓The final screen shows the management link, and it is not emailed
- ✓Confirming or rejecting in the panel does not notify the client
Common questions
Does 4appointments send SMS or WhatsApp messages?+
No. Bookings do not send texts or WhatsApp messages. You can paste your booking link into any messaging app yourself.
What if a client gives no email address?+
Email is optional on the form. Ask the client for a way to reach them when you confirm, or keep a note in your own client list.
More guides
Want a calm way to manage bookings?
Keep requests, confirmations and calendars in one place and talk to clients in your own words. The first 12 months are free, with no card.
Try 4appointments