How to keep customers informed about appointments

4appointments sends no messages to customers, so here is a simple manual routine that works.

Management for business

4appointments does not send messages to customers: no confirmation emails, no reminders before the appointment and no notices of cancellation or change. This page shows what the customers do see and how to inform them yourself in a few minutes a day.

What the customer 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 customer 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 customer by phone or message. A one-line message with date, time and address is enough.

Reminders are a manual job. Before each day, or the evening before, open the day’s list in the calendar and contact the customers who need a nudge. You can export the bookings list as CSV, XML or PDF to work from. Keep phone numbers in the manual customer list, since the public form does not collect them.

Changes work the same way. If you move or cancel a booking in the panel, the customer is not told, so contact them. For bookings you create yourself, and for sessions of a recurring series, copy the management link and send it to the customer.

Points to remember

  • ✓No emails, SMS or app messages are sent to customers by the booking flow
  • ✓The management link on the final screen is the customer’s only self-service tool
  • ✓Tell customers when you confirm, move or cancel a booking

Common questions

Can I set up automatic reminders somewhere in the settings?+

No. There is nothing to configure, because the system sends no messages to customers. 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 does not send SMS or WhatsApp messages.

More guides for you

Want to organise your customer communication?

Use the pending list as your daily checklist: confirm, then message the customer. The first 12 months of 4appointments are free, no card, with plans from €1 a month after that.

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