What 4appointments does and does not do today
When a client books through the public page, the booking stays pending and holds the slot until your team confirms or rejects it. Neither confirming nor rejecting sends the client a message, and neither do cancellations or changes made by your team. Some plans include SMS and WhatsApp quotas from 4notify, but the booking flow does not use them. So do not assume the client hears anything automatically: if you want them to remember the appointment, contact them yourself.
- A booking made online stays pending until your team confirms or rejects it.
- Confirmations, rejections, cancellations and changes send the client no message.
- No SMS or WhatsApp is sent by the booking flow, even on plans that include quotas.
- A pending request that nobody resolves is cancelled automatically, without notice, about an hour after the requested time has ended.
Give the client the essentials at the moment of booking
The best moment to prevent a forgotten appointment is the booking itself. Tell the client, in person or on your website, when and how you will be in touch. A few details are worth knowing:
- The link to cancel or reschedule appears on the client’s confirmation screen and is not emailed. Suggest they save it.
- For bookings your team creates, the client never sees that screen: copy the manage link and send it yourself.
- The phone number typed into the public form is not stored, so ask for the best number when you confirm the booking.
- Ask for their preferred channel, whether a call, a WhatsApp message or an email.
A manual routine for the day before
A short routine done at the same time every day works better than an occasional effort. Open tomorrow’s bookings in the panel, or export the list to PDF and print it. Contact each client on the channel they gave you, from your own cellphone or email account, and ask for a short reply confirming attendance. If someone cancels, cancel the booking in the panel so the slot is free again, and repeat the service, date, time and place in your message. Each provider can also subscribe to their ICS link from a phone calendar, which reminds the team but not the client. A message about an existing appointment should stick to what the client needs to know, with no offers or news.
Common questions
Does 4appointments send reminders to clients?
No. Today no email, SMS or WhatsApp message leaves the tool for the client. Reminders have to be handled by your own team.
How long before should I contact the client?
There is no fixed rule. Pick a moment you can always keep to, for example the end of the previous day, and stick with it. For long services or ones that need preparation, get in touch earlier.
Can I use the SMS quotas in my plan to remind clients?
Not from bookings. Those quotas belong to 4notify and the booking flow does not use them. Any SMS or WhatsApp message has to go from your own phone or another tool.
Does the client receive the link to cancel or reschedule?
Only on the confirmation screen right after booking. It is not emailed. For bookings your team creates, copy the link and send it to the client yourself.
Want a simple diary for your team?
See the 4appointments plans. The first 12 months are free, no card needed (see the pricing page). The tool organises the diary; reminders to clients are still done by you.
See pricing →