Keeping clients informed about appointments

What the client 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 client should save that link.

What your team does: 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 client by phone or message. A one-line message with the date, timing and address is enough.

Reminders are a manual job. The evening before, open the next day’s list in the calendar and contact the clients who need a nudge; you can export the bookings list as CSV, XML or PDF to work from. Keep phone numbers in the manual client list, since the public form does not keep them. Changes work the same way: if you move or cancel a booking in the panel, the client 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 client.

If a client rarely checks messages, say so at the first contact and agree on a channel. A short note on your own website, such as “we confirm every request by phone within the day”, sets the expectation without any extra tool.

Key points

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

Common questions

More guides

• How booking confirmation works
• Reminding clients before an appointment
• Reducing no-shows for appointments

Want to organise your client communication?

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