How to remind customers before an appointment
4appointments sends nothing to customers, so a short daily routine with your own channels does the job.
Real-world problems
Many customers 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 customer. 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 customer to your own customer 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”. Add the management link, which you can copy from the booking details; the tool does not email it, so sending it gives the customer a simple way to free the slot instead of staying silent. No messages are sent from 4appointments on your behalf.
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.
Points to remember
- ✓The tool sends no customer messages: you remind customers 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
Common questions
What if I have no email address or phone number for a customer?+
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 customer list by hand.
Can the customer confirm they are coming?+
Not through 4appointments. The management link only lets the customer cancel or reschedule, so ask them to reply to your message if you need a confirmation of attendance.
More guides for you
Want one place for every booking?
Put all your bookings in one calendar, confirm requests yourself and remind customers in your own words. The first 12 months are free, with no card; plans then run from €1 to €8 per month.
Start with 4appointments