How to keep clients informed about appointments

4appointments sends no messages to clients, so here’s a simple manual routine that works.

Management for business

4appointments doesn’t send messages to clients: no confirmation emails, no reminders before the appointment and no notices of cancellation or change. This page shows what clients do see and how to inform them yourself in a few minutes a day.

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 goes out by email, SMS 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 afterwards, tell the client by phone or message. A one-line message with date, time and address is enough.

Reminders are a manual job. 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, and keep phone numbers in the manual client list, since the public form doesn’t collect them.

Changes work the same way. If you move or cancel a booking in the panel, the client isn’t 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. A short note on your own website, such as “we confirm every request by phone within the day”, sets expectations 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 when you confirm, move or cancel a booking

Common questions

Can I set up automatic reminders somewhere in the settings?+

No. There’s nothing to configure, because the system sends no messages to clients. Reminders have to be done by your team.

Does the plan include SMS or WhatsApp for appointments?+

Not for bookings. The plans include access to other apps in the ecosystem, with their own data, but the booking flow itself doesn’t send SMS or WhatsApp messages.

More guides to read

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, no card, with plans from €1 per month after that.

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