How to keep 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. When you share your booking link, suggest that clients save this link, since it’s 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, and 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 in 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 text 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. The email address is optional on the public form and the phone number isn’t kept, so ask for a contact when you confirm. If you move or cancel a booking, tell the client yourself; the tool won’t. A template of your own to paste works well, such as “Hi {client_name}, your {service} is booked for {appointment_date}.”

What to remember

• ✓No emails, texts or app messages go to clients from 4appointments
• ✓The final screen shows the management link, and it isn’t emailed
• ✓A short, regular message from you replaces the missing notifications

Common questions

More guides to read

• How to keep clients informed about appointments
• How to remind clients before an appointment
• How booking confirmation works

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