How to send a reminder before a booking

Email and SMS reminders are a great way to keep your clients engaged and reduce no-shows. You can also create them for yourself or your team members. 

In this article:

Create an email reminder
Create an SMS reminder


Create an email reminder

Select your booking page from the Dashboard and navigate to Notifications > Actions. Click Reminders before a booking to expand that section. 

 Each booking page is created with a reminder to the booker 1 hour before the start of their appointment. You can edit this reminder by clicking on it, or click + to create a new reminder.


After clicking + to create a new reminder, you'll be prompted to select Email or SMS. Click Email.

  1. Email name - this is an internal name so you will be able to identify this reminder in the Notifications & workflow section. It defaults to "reminder to booker" but you can change it to Reminder to myself, Reminder to team member, or something else.
  2. When will this email be triggered? You can set this email to be triggered minutes, hours or days before an appointment. 
    1. We recommend creating reminders in this order to booker: 1 day before an appointment, another 1 hour before appointment, and last reminder 15 minutes before appointment.
  3. From email - this is the email address that will send the reminder. It will default to sending from your account email, but you can change this to be any non DMARC protected email address. If you are using Teams, you can send the email from {TEAM-EMAIL} and it will send from the team member taking this booking.
  4. To email - set where the email will go. By default it will go to the bookers email address they entered on your booking form. 
    1. If you collect more than one email address on the booking form, select "Custom email address from the dropdown" and enter the shorthand codes for each email you want to send an email to, ie. {EMAIL1}, {EMAIL2} etc. 
    2. If the reminder is going to yourself you can enter your email or use {ACCOUNT-EMAIL}. 
    3. If the reminder is going to your team member, use {TEAM-EMAIL}. 
  5. Email subject - help your bookers identify what this email is about by customizing the subject line
  6. Email content - Edit the text of the reminder email to your bookers. Provide a Zoom link for your call, physical address for the meeting, or anything else they might need.
  7. Insert shorthand codes or images - further customize the email by inserting any shorthand codes you've used on the booking form, or insert your company logo.
    1. use {TEAM-IMAGE} to include the image uploaded on the Teams page for the team member booked
    2. use the {RESCHEDULE} or {CANCEL} links if you want the booker to be able to reschedule or cancel the appointment
    3. for reminders to the team member use the {OWNER-RESCHEDULE} and {OWNER-CANCEL} links to allow the team member to cancel or reschedule

Create an SMS reminder

To add a new SMS notification to your booker, first make sure you have first purchased SMS credits on your Account page.

You'll also need to make sure you are asking for a phone number on your booking form. The question type is  Phone number, and you need to check the box next to Mobile phone

Select your booking page from the Dashboard and navigate to Notifications > Actions. Click Reminders before a booking to expand that section. 

Click + to create a new reminder, you'll be prompted to select Email or SMS. Click SMS.

  1. SMS name - this is an internal name so you will be able to identify this reminder in the Notifications & workflow section. It defaults to "Reminder SMS to you" but you can change it to Reminder SMS to booker  Reminder SMS to team member, or something else.
  2. When will this SMS be triggered? You can set this SMS to be triggered minutes, hours or days before an appointment. 
    1. in order to not bombard your bookers with SMS, we recommend just 1 SMS before an appointment
  3. Make sure you have enough SMS credits so that messages will be delivered
  4. Send to - select from the dropdown where you want this SMS to send. 
    1. If you've set a mobile phone question on your booking form you can select that option to send to your booker. 
    2. If you collect more than one phone number on the booking form, select "Custom phone number" and enter the shorthand codes for each phone number you want to send an SMS, ie. {PHONE1}, {PHONE2} etc.
    3. If you've set an Account phone number in your settings you can use shorthand code {ACCOUNT-PHONE}
  5. Telephone number - If you select Custom Phone number you can also enter a phone number in the format +XXXXXXXXXXX where the number begins with your country code.
  6. Message - edit the message you want to send to your booker about this booking. Each SMS credit is 160 characters, and special characters may take more than one character. Check here to see how many credits your message will take. Shorthand codes such as {RESCHEDULE} and {CANCEL} will spit out raw links in the SMS message.
  7. Insert shorthand codes - you can use any shorthand codes from your booking form to further personalize this message. 

Did this answer your question? Thanks for the feedback There was a problem submitting your feedback. Please try again later.