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, so suggest to clients, 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, 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 of 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 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. Email is optional on the public form and the phone number isn’t kept, so ask for a contact when you confirm. Keep a ready-made text with blanks such as {client_name}, {appointment_date} and {service} that you fill in each time. If you move or cancel a booking, tell the client yourself, because the tool won’t.

Key points

• ✓No emails, texts or app messages go to clients from 4appointments
• ✓Confirming or rejecting in the panel doesn’t notify the client
• ✓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, and what stays in your hands

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