Keeping clients informed about appointments

At booking, the client sees a final screen with the details and a management link for cancelling or rescheduling. Nothing is emailed, so 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, remember that a public booking is pending until your team confirms or rejects it in the Bookings section, and neither action notifies the client. After you confirm, send a short message through the channel you normally use, 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, so copy the management link from the booking details and send it by hand together with your message.

Before the day, a short call or message from you is the best way to avoid empty slots; the day and list views show the next appointments, so the round takes a minute. The email address is optional on the public form and the phone number from the form is not kept, so ask for a contact when you confirm. If you move or cancel a booking, tell the client yourself. A template you keep for your own messages can use blanks that you fill in by hand before sending, for example “Hello {client_name}, your {service} appointment is on {appointment_date}”.

Points to remember

• ✓No emails, texts or app messages go to clients from 4appointments
• ✓Confirming or rejecting in the panel does not notify the client
• ✓A short, regular message from you replaces the missing notifications

Common questions

More booking guides

• Keeping clients informed about appointments
• Reminding clients before an appointment
• How booking confirmation works

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