How do you keep customers in the loop about appointments?

At booking: the customer sees a final screen with the details and a management link for canceling or rescheduling. Nothing is emailed. Suggest to customers, when you share your booking link, that they 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. Neither action notifies the customer. 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 of a recurring series, the customer sees no confirmation screen at all, so copy the management link from the booking details and send it with your message.

Before the day, and after any change: a short call or message from you is the best way to avoid empty slots, and the day and list views make the round take a minute. If you move or cancel a booking, tell the customer yourself. Remember that the email address is optional on the public form and the phone number isn’t kept, so ask for a contact when you confirm. There are no message templates with variables such as {client_name}, {appointment_date} or {service}: keep a short text of your own ready to paste and fill in the details by hand.

What to remember

• ✓No emails, texts or app messages go to customers 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 for you

• How do you keep customers informed about appointments?
• How do you remind customers before an appointment?
• How booking confirmation works

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