Appointment reminders: what you can do today

What 4appointments does and does not do today

When a client books through the public page, the booking stays pending and holds the slot until your team confirms or rejects it. Neither confirming nor rejecting sends the client a message, and neither do cancellations or changes made by the team. A pending request that is never resolved is cancelled automatically, without notice to the client, about an hour after the requested time ends. Some plans include SMS and WhatsApp quotas from 4notify, but the booking flow does not use them, so do not assume the client receives anything automatically.

• Booking requests stay pending until your team confirms or rejects them
• No email, SMS or WhatsApp is sent for confirmations, reminders or changes
• Unresolved pending requests are cancelled automatically, with no notice
• Plan SMS and WhatsApp quotas are not used by bookings

Give the client the essentials at the moment of booking

The best time to prevent forgetting is the booking itself. Tell the client, in person or on your website, when and how you will be in touch. A few details are worth knowing:

• The link to cancel or reschedule appears on the client's confirmation screen and is not emailed. Suggest they save it.
• For bookings your team creates, the client never sees that screen: copy the manage link and send it yourself.
• The phone number typed into the public form is not stored; ask for the client's preferred contact when you confirm.
• The client's free note is not shown in the calendar or the booking list, so ask again for anything important.

A manual routine for the day before

A short routine done at the same time every day works better than an occasional effort. Open tomorrow's bookings in the panel, or export the list to PDF and print it. Contact each client on the channel they gave you, such as a phone call, a personal message or an email from your own account, and ask for a short reply confirming attendance. If someone cancels, cancel the booking in the panel so the slot is free again, and repeat the service, date, time and place in your message. Each provider can also subscribe to their ICS link in a phone calendar. That reminds the team, not the client, and how often it updates depends on the calendar app.

Common questions