The problem: forgotten appointments
A client who forgets their appointment leaves an empty slot nobody else could book. To prevent it, many businesses call every client the day before. That ties up the front desk, and the call often ends in voicemail.
When the day gets busy, reminder calls are the first thing dropped. And the next day, the no-shows come back.
How appointment reminders by text work
The system reads your calendar and handles the rest. Here is what happens for an appointment booked for tomorrow.
- The appointment is entered in your calendar or booking system, as usual.
- The day before, a reminder text goes out with the day, the time and your business name.
- The client replies to confirm or cancel, in a single word.
- Their answer is recorded on the appointment.
- A cancellation is flagged to you so you can offer the slot to someone else.
What stays under your control
You choose the wording, in your own tone, in French, English or both. You decide which appointment types get a reminder and when it goes out.
If a client replies with anything other than a confirmation, such as a question or a request to move, the message is passed to you. The system never moves an appointment without you.
Texting involves personal information. We take Québec’s Law 25 into account: the client’s consent to receive texts, a way to opt out, and where phone numbers are kept.
The tools reminders connect to
Reminders plug into the calendar you already use. Google Calendar, the Outlook calendar, Square appointments or your current booking system. Texts go through an SMS messaging service.
If you also have an AI receptionist, it can book the appointment over the phone and the reminder follows on its own, with no double entry.
What is set out in the quote
The custom plan describes the message wording, the send time, the appointment types covered and what happens with each reply. It also explains how your calendar is connected and how we test everything with you before launch.
The cost is stated in the quote, along with what maintenance covers once the reminders are running.
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