How do you keep clients informed about appointments?
4appointments sends no messages to clients, so here’s a simple manual routine that works.
Running your 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 is sent by email, SMS or any messaging app, so the client should save that link.
What your team sees: 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 message with date, time and address is enough.
Reminders are a manual job. The evening before, open the day’s list in the calendar and contact the clients who need a nudge. You can export the bookings list as CSV, XML or PDF to work from. Keep phone numbers in the manual client list, as the public form doesn’t collect 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 sessions of a recurring series, copy the management link and send it. If a client rarely checks messages, agree a channel at first contact, and consider a short note on your own website, such as “we confirm every request by phone within the day”.
The essentials
- ✓No emails, SMS or app messages are sent to clients by the booking flow
- ✓The management link on the final screen is the client’s only self-service tool
- ✓Tell clients when 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, as the system sends no messages to clients. Reminders have to be done by your team.
Does the 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 you may find useful
Want to organise your client communication?
Use the pending list as your daily checklist: confirm, then message the client. The first 12 months of 4appointments are free, with no card, and plans then run from €1 a month.
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