Appointment reminder campaigns automatically send text messages to customers before their scheduled appointments. They reduce no-shows, keep your calendar on track, and give customers a convenient way to confirm, reschedule, or prepare for their upcoming visit.
Key Features
Automated Reminder Delivery
Once linked to an appointment type, reminder messages send automatically at the time interval you configure. No manual scheduling is required — the system handles delivery based on each customer's appointment date and time.
Configurable Timing
Set reminders to send at the interval that works best for your workflow: 24 hours before, 2 hours before, 1 week before, or any custom interval. You can choose the timing that gives customers enough notice to confirm or reschedule.
Personalization with Appointment Details
Use merge tags to include appointment-specific information in your reminder messages — customer name, appointment date, time, location, and appointment type. This makes each reminder actionable and relevant.
Confirmation and Follow-Up
Include a confirmation prompt in your reminder message so customers can reply to confirm or reschedule. After the appointment, you can optionally send a follow-up message — for example, a thank-you note or a feedback request.
How to Set Up an Appointment Reminder
Step 1: Configure Appointment Types
Before creating a reminder campaign, make sure your Appointment Types are set up in Settings. Each appointment type represents a category of booking — for example, "Consultation," "Service Appointment," or "Check-In."
Step 2: Create the Campaign
Go to Campaigns and click Create Campaign. Select Appointment Reminder as the campaign type.
Step 3: Link to an Appointment Type
Choose which appointment type this reminder campaign should be attached to. Each appointment type can have its own reminder campaign with unique messaging and timing.
Step 4: Set Reminder Timing
Configure when the reminder should be sent relative to the appointment time. Common options include:
- 24 hours before — gives customers time to prepare or reschedule
- 2 hours before — a same-day nudge to reduce last-minute no-shows
- 1 week before — an early heads-up for appointments booked far in advance
Step 5: Write the Reminder Message
Compose a clear, actionable reminder that includes all relevant details. Use merge tags for personalization.
Example reminder message:
Hi
{first_name}, this is a reminder that you have a{appointment_type}scheduled for{appointment_date}at{appointment_time}. Reply YES to confirm or call us to reschedule.
Step 6: Add a Follow-Up (Optional)
Add a post-appointment follow-up message that sends after the appointment. Use this for thank-you messages, feedback requests, or next-step instructions.
Example follow-up:
Thanks for coming in today,
{first_name}! If you have any questions, reply to this message and we'll get back to you.
Step 7: Activate
Review your settings and activate the campaign. From this point forward, every customer with an appointment of the linked type will automatically receive the reminder.
Real-World Examples
Standard Confirmation Request
Hi
{first_name}, just a reminder about your appointment tomorrow at{appointment_time}. Reply YES to confirm or RESCHEDULE if you need to change the time.
Same-Day Reminder
{first_name}, your{appointment_type}is in 2 hours. We'll see you at{appointment_time}. Don't forget to bring your ID!
Preparation Instructions
Hi
{first_name}, your consultation is scheduled for{appointment_date}at{appointment_time}. Please arrive 10 minutes early and bring any relevant documents. Reply with questions.
Post-Appointment Follow-Up
Thanks for visiting today,
{first_name}! How was your experience? Reply with a rating from 1-5 and we'll follow up if needed.
Reducing No-Shows
No-shows waste resources and block availability for other customers. A well-designed reminder sequence can reduce no-shows significantly.
Two-Reminder Protocol
- Day-before reminder with an easy way to cancel or modify
- Same-day reminder 2-4 hours before the appointment
Include "reply CANCEL to free up your spot" so customers can release their time without calling. People who can easily cancel will — those who cannot simply do not show up.
Tracking No-Show Patterns
Use a customer field to track no-shows per customer. Follow up with repeat no-shows and consider requiring confirmation before booking.
Event & Reservation Management
Appointment reminders extend naturally to event bookings, dining reservations, and facility scheduling. The same confirmation-reminder-follow-up pattern applies.
Reservation Confirmations
Your reservation is confirmed,
{first_name}. {appointment_date} at {appointment_time}. To modify or cancel, reply to this text.
Day-Of Event Reminders
See you tonight,
{first_name}! Your reservation is at {appointment_time}. Need to change your plans? Reply CANCEL so we can offer the spot to someone else.
Facility Booking Reminders
Your court reservation is confirmed: {appointment_date} at {appointment_time}. Need to cancel? Reply CANCEL.
Post-Event Follow-Up
Thanks for attending,
{first_name}! How was your experience? Reply with a rating from 1-5. Photos from the event: [link]
Tips & Best Practices
- Send reminders at least 24 hours in advance to give customers time to prepare, confirm, or reschedule. A same-day reminder as well can further reduce no-shows.
- Include a confirmation prompt. Asking customers to reply YES or CONFIRM gives you visibility into who plans to show up.
- Keep messages short and specific. Include the date, time, and location — customers should be able to glance at the message and know exactly what to do.
- Use personalization tags to make reminders feel direct rather than automated.
- Test the reminder flow by creating a test appointment for yourself and verifying the timing, message content, and any follow-ups.
- Factor in credit usage — each reminder and follow-up message costs 1 credit (SMS) or 2 credits (MMS) per customer.
Common Questions
Can I have multiple reminders for the same appointment?
Each appointment type supports one reminder campaign. If you need reminders at multiple intervals (for example, 24 hours and 2 hours before), consider creating a campaign with a primary reminder and a follow-up message, or use separate appointment types.
What happens if an appointment is rescheduled?
If the appointment date or time changes, the reminder will adjust to the new schedule as long as the update is made before the reminder is queued for delivery.
Can I send reminders for recurring appointments?
Yes. Each instance of a recurring appointment triggers its own reminder based on the configured timing.