How can I keep clients informed about their 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 canceling or rescheduling. Nothing is sent by email, text or any messaging app, so the client should save that link.

What your team sees: every new request appears in the bookings list as pending. Open the list at fixed times, confirm or reject each request and, straight afterward, tell the client by phone or text. A one-line message with date, time and address is enough.

Reminders and changes are manual too. The evening before, open the 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 doesn’t collect them. If you move or cancel a booking in the panel, the client isn’t told, so contact them, and for bookings you create yourself and recurring-series sessions, copy the management link and send it.

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.

What to remember

• ✓No emails, texts 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 when you confirm, move or cancel a booking

Common questions

More guides to explore

• How does booking confirmation work in 4appointments?
• How can I remind clients before an appointment?
• How can I cut down on appointment no-shows?

Want to organize your client communication?

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