Setup no show notifications

If your client does not attend the meeting they've scheduled with you, you can now mark them as a no-show. This helps with reporting on your end, and prevents you from sending irrelevant notifications.

Follow this guide to setup emails, SMS and webhooks to send to your booker when they are marked a no-show. You'll also learn how to stop any follow up emails that haven't been sent.  

Add a No show trigger to you or the team

You can set up an email that sends to your booker if they do not attend the meeting. No show actions are setup on a booking page basis. 

Navigate to Notifications > Actions > After appointment ends and click the + sing to add a new notification

You'll be prompted to setup either an email, SMS or webhook. Select Email.

In the email add {NO-SHOW}. This will create a button that you can use to mark things as a no show.

Add a No show email to your booking page

You can set up an email that sends to your booker if they do not attend the meeting. No show actions are setup on a booking page basis. 

Navigate to Notifications > Actions > If booking marked as no show, and click the + to add a new notification. 

You'll be prompted to setup either an email, SMS or webhook. Select Email.

Much like the other templated emails on your booking page, you can modify just about anything related to this no-show email, including:

When will this email be triggered

Select how many minutes after you marking the booking a no-show on your bookings dashboard will this email be sent. 0 minutes means the email will be sent immediately, even if a meeting is marked no-show by accident. 

Sending name & email address 

By default, this email to booker will send from the account owners email address. 

Click  Edit next to the email address to change both the name and email address sending the email. The sending email address must be valid and verified for use with YouCanBook.me. If your email domain is DMARC protected, emails will default to sending from notifications@youcanbook.me to ensure delivery. (What is DMARC?)

Receiving email address

By default, this confirmation email will go to the email address the booker has entered on the booking form.If you wish to send the confirmation to multiple people, select  Custom Email from the drop down list, and enter the email addresses that should receive this confirmation, separated by a comma. 

Email subject line

The default subject line is "Schedule another meeting with {BOOKING-PAGE-TITLE}" which will pull in the title of your booking page set under General. You can adjust this subject line to be anything you need, and use additional shorthand codes to personalize the email further. 

Email content

The default body of the email prompts the booker to schedule another meeting. Edit the content of the email to reflect your no-show policy. 

Use the styling toolbar to add bold or italic text, insert images or logos, hyperlink a website or personalize the email using shorthand codes from your booking form. 

Add a No show SMS to your booking page

You may prefer to send an SMS to your booker about the no show instead of an email, or you can decide to send both. 

Navigate to  Notifications > Actions > If booking marked as no show, and click the + to add a new notification. 

You'll be prompted to setup either an email, SMS or webhook. Select  SMS.

For each SMS notification you set up, decide:

When will this SMS be triggered? 

Set how many minutes after marking the booking a no-show will this SMS be sent.

Recipient

In the Send to field, select the Phone number question from your booking form. If you are sending the SMS to yourself, select  Enter a custom phone number from the dropdown and enter your mobile phone number in the field below.

If sending the SMS to a custom phone number, the phone number should be entered in the format  +XXXXXXXXXXX, with the number starting with a plus sign and your country code. Incorrectly formatted phone numbers will result in the SMS not sending. 

SMS Message

Personalize the SMS message that will send if the booker does not attend the meeting. Use the curly brackets in the styling toolbar to add shorthand codes from your booking page.

Do not format links in your SMS message - your link will become automatically hyperlinked when delivered to your client's SMS application.

Keep this message brief - 1 credit allows for 160 characters. Shorthand codes may expand to longer text, resulting in more than 1 credit being used in a single message. Use the counter on the top right corner of the message box to estimate how many credits your SMS will take. 

Mark a booking as no show

The option to mark a booking as a no show will appear on your bookings dashboard  after the appointment has started, and will remain as an option up until 1 week after the booking passes. 

On the booking you want to mark, click the arrow next to Details, and select  Mark as no show.

To mark the booking as a no show without logging in to your account, add the shorthand code {NO-SHOW} to notifications and SMS sent to you and your team members. Explained here.

On the pop-up modal, confirm which notifications you want to send to your booker when marking as a no show. 

Keep the box checked to send the notification, uncheck the box to prevent the notification from sending. 

You can also click Edit on any notification, to customize the content before sending. Click Mark as no show to confirm the actions and send the designated notifications. 

If you've marked a booking a no-show by accident, use the Undo link in the green confirmation pop-up to undo the action.