Appointment reminders and confirmations
Reminders are the single most effective tool you have to reduce no-shows. Industry data consistently shows automated SMS + email reminders cut no-show rates by 30–50% versus none.
How to reassign records
Open the calendar (Calendars → your calendar → Settings)
Go to the "Notifications & Reminders" tab
Click "+ Add Reminder"
Choose channel (SMS or Email), timing (X hours/days before), and recipient (customer, staff, or both)
Customize the message body using merge tags
Save
Recommended reminder cadence
| Trigger | Channel | Why |
|---|---|---|
| At booking (instant) | Email + SMS confirmation | Captures consent, sets expectations |
| 48h before | Gives time to reschedule if conflict comes up | |
| 24h before | SMS | Highest-impact reminder — most effective at preventing no-shows |
| 1h before | SMS | Catches forgetful customers, especially for in-person visits |
| After appointment | Email (review request) | Captures feedback while experience is fresh |
Confirmation workflows
Add a confirmation request in your reminder messages: "Reply C to confirm, R to reschedule." Configure a workflow to listen for these replies and update appointment status automatically.
If "C" → mark appointment as Confirmed (visual flag in your calendar view)
If "R" → send the reschedule link automatically and notify the assigned staff
If no reply by 1 hour before → send a final "are you still coming?" check-in
TIP — Cut no-shows by half: confirmation + 1h reminder
The single most impactful no-show-reduction combo is: 24h before → confirmation request, 1h before → final reminder. Businesses that adopt this rhythm typically cut no-show rates by 40%+ in the first month. The economics are absurd: $0.16 in SMS costs to recover a $200 appointment.
