Appointment Reminders Setup

This guide walks you through configuring automated email and SMS reminders that reduce no-shows by keeping appointments top of mind for your contacts and team members.

Prerequisites

Before you begin, make sure you have:

At least one booking calendar created (Personal Booking, Round Robin, Class Booking, or Service Calendar)
An active phone system for SMS delivery (Twilio or the platform’s native phone service)
Email templates prepared if you want to use custom branding (optional, default templates work fine)
WhatsApp Business Account connected if you plan to use WhatsApp reminders (optional)

Access Reminder Settings

Open the notification configuration panel for your calendar.

Navigate to Calendars > Calendar Settings
Select the calendar you want to configure reminders for
Click the Notifications tab
You will see a list of all available notification types:
- Appointment Booked (Unconfirmed)
- Appointment Booked (Confirmed)
- Cancellation Notification
- Reschedule Notification
- Reminder Notification (this is the primary no-show prevention tool)
- Follow-Up Notification

Each notification type can be independently configured for Email, SMS, WhatsApp, and In-App channels.

Configure Confirmation Emails

Send an immediate confirmation when someone books an appointment.

Click the Appointment Booked (Confirmed) notification type to expand it
Go to the Email tab
Ensure the toggle is turned on
Select the recipient type: Contact (this is who booked the appointment)
Choose an existing email template from the dropdown, or customize the subject line and body directly:
- Subject Line: “Your appointment is confirmed with {{contact.assigned_user.name}}”
- Body: Include the appointment date ({{appointment.start_time}}), time zone ({{appointment.time_zone}}), location or video link ({{appointment.location}}), and any preparation instructions
Use the Send Test Email button to preview how the notification looks in an inbox
Click Save to activate the confirmation email

Your contacts now receive a professional confirmation email immediately after booking.

Set Up 24-Hour Email Reminder

Send a detailed reminder 24 hours before each appointment.

Click the Reminder Notification type
Go to the Email tab and turn the toggle on
Select Contact as the recipient type
Choose or create a reminder email template that includes:
- Subject Line: “Reminder: Your appointment is tomorrow at {{appointment.start_time}}”
- Body: Full meeting details, agenda, location or video link, and any preparation checklist
Set the Timing Trigger to 24 hours before the appointment
Click Add to save this reminder interval
Use Send Test Email to verify the content
Click Save to activate the 24-hour reminder

Your contacts now receive a detailed reminder one day before their appointment.

Set Up 1-Hour SMS Reminder

Send a short, urgent SMS reminder 1 hour before each appointment.

Stay in the Reminder Notification type
Go to the SMS tab and turn the toggle on
Select Contact as the recipient type
Compose a concise SMS message (remember, SMS is billed per 160-character segment):
- “Your appointment starts in 1 hour at {{appointment.start_time}}. Here is your meeting link: {{appointment.location}}”
Set the Timing Trigger to 1 hour before the appointment
Click Add to save this reminder interval
Use Send Test SMS to preview the message on a real phone
Click Save to activate the 1-hour SMS reminder

Your contacts now receive a timely SMS reminder with the meeting link, ensuring they have easy access when it is time to join.

Add a 15-Minute SMS Reminder (Optional)

Send a final “starting soon” nudge for time-sensitive appointments.

Still in the Reminder Notification type, stay on the SMS tab
Click Add to create an additional reminder interval
Compose a short, urgent message:
- “Starting in 15 minutes. See you soon at {{appointment.location}}.”
Set the Timing Trigger to 15 minutes before the appointment
Click Add to save this interval
Click Save to activate the 15-minute reminder

Your contacts now receive three reminders at strategic intervals: 24 hours, 1 hour, and 15 minutes before the appointment.

Enable In-App Reminders for Your Team

Alert team members inside the platform so they are prepared when the appointment time arrives.

Go to the Reminder Notification type
Click the In-App tab and turn the toggle on
Choose which users should receive the notification (by default, the assigned user receives in-app notifications)
Set the Timing Trigger to 15 minutes before the appointment (or your preferred interval)
Click Save to activate in-app reminders

Team members now receive badge notifications inside the platform, ensuring they never miss an upcoming appointment.

Set Up Post-Appointment Follow-Up (Optional)

Automatically send a thank-you message and request feedback after the appointment concludes.

Click the Follow-Up Notification type
Go to the Email tab and turn the toggle on
Select Contact as the recipient type
Choose or create a follow-up email template that includes:
- Subject Line: “Thank you for meeting with {{contact.assigned_user.name}}”
- Body: Thank the contact for attending, share next steps, request a review, or prompt them to book a follow-up session
Set the Timing Trigger to 1 hour after the appointment (or your preferred interval like 3 hours or 1 day)
Click Add to save this interval
Click Save to activate the follow-up

Your contacts now receive a professional follow-up message that keeps the conversation going after the meeting.

Test Your Reminder Sequence

Verify that all reminders work correctly before sharing the calendar with real clients.

Navigate to Calendars > Calendar View
Manually book a test appointment on your calendar scheduled for tomorrow (this triggers the 24-hour reminder)
Confirm you receive the Confirmation Email immediately after booking
Wait for the 24-Hour Email Reminder to arrive (or check the scheduled workflows in Automation > Workflows to confirm it is queued)
Verify the 1-Hour SMS Reminder and 15-Minute SMS Reminder are scheduled correctly
Check that in-app notifications appear for the assigned user
Cancel the test appointment to clean up your calendar

If all reminders arrive as expected, your reminder sequence is ready to reduce no-shows for real appointments.

Advanced: Use Workflows for Conditional Reminders

For more control over reminder logic, use the Workflow Builder to create custom reminder sequences.

Go to Automation > Workflows
Click Create Workflow
Select the Appointment Confirmation + Reminder recipe for a ready-made template
Edit the trigger to Appointment Status > Confirmed
Customize the Send Email and Send SMS actions with your preferred content
Add Wait steps set to “Wait until X time before the event” (e.g., 24 hours before, 1 hour before)
Add additional actions like tagging the contact or updating a custom field
Click Save and set the workflow status to Published

Workflow-based reminders give you advanced features like conditional branching, multiple channels, and integration with other automation actions.

Next Steps

Now that your appointment reminders are active, consider these enhancements:

Monitor no-show rates in Reporting > Appointment Reports and adjust reminder timing if necessary
Create separate reminder workflows for different calendar types if they require different messaging or timing
Enable WhatsApp reminders by connecting your WhatsApp Business Account and selecting approved templates in the WhatsApp tab
Add a confirmation reply option to your reminders (e.g., “Reply C to confirm”) and use an If/Else branch in a workflow to follow up with non-responders
Use the Appointment No-Show workflow trigger to automatically tag and follow up with contacts who miss their appointments
Review your reminder content regularly to ensure it stays relevant and professional as your business evolves