How to set up 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 set up 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.

This feature is available on the Professional and Team plans.

• Add a no show trigger to a booking page
• Add a no show SMS to a booking page
• Mark booking as a no show and cancel any follow-up notifications 
• How to mark a booking as a no-show without logging into your YCBM account
• Reporting on No-shows
• Frequently Asked Questions 

Add a No show trigger to a booking page

You can set up an email notification that is sent to your booker if they do not attend the meeting. Please note, no-show actions are configured individually for each booking page.

1. Navigate to Additional options, Notifications and click the + sign to add a new email notification. You'll be prompted to set up either an email, SMS, or webhook.
2. Select Email. In the email, add {NO-SHOW}. This will create a button that you can use to mark things as a no show. You can set up an email that is sent to your booker if they do not attend the meeting.
3. Navigate to Additional options, Notifications: If booking marked as no show, and click the + to add a new notification. 
4. 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 mark 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. 

Email name & "from" email address 

By default, this email to booker will be sent from the account owner's 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 a booking page

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

1. Navigate to Additional options, Notifications: If booking marked as no show, click the + to add a new notification. 
2. Select SMS.
3. To send a SMS notification to your booker, YCBM will automatically add a "Phone Number" question to your booking form and ensure Mobile phone is checked to properly enable the SMS to be sent. 

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 Notification

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 an option up until 1 week after the booking passes. 

How to mark a booking as a no-show and cancel any follow-up notifications

1. Go to the Bookings page after the meeting has started. You can mark a booking as a no-show up until 1 week after the booking start time passes.

2. On the booking you want to mark as a no-show, click the three dots, then Mark as no-show.

3. On the pop-up modal, confirm which notifications you want to send to your booker. Keep the box checked to send the notification, and uncheck the box to prevent the notification from sending. 

4. If necessary, edit any notification to customize the content before sending.

5. 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.

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. 

How to mark a booking as a no-show without logging into your YCBM account 

1. Edit the booking page, go to Additional options > Notifications 

2. Create an "After Appointment ends" email or SMS notification to be sent to you

3. Decide when this email will be sent (e.g. 1 hour after the booking ends)

4. Add the shorthand code {NO-SHOW} to the notification

When the email arrives, you will click the button in the email. Repeat this process if you're using SMS notifications. 

Reporting on No-shows

In your data export, you will see a new column titled No Show, and any bookings marked as no show in your bookings dashboard will show TRUE. 

Frequently Asked Questions (FAQs)

1. 1. Where do I find reporting on my no-shows?
      • You can find your booking data on the Bookings page. Click the Export button to send a download link to an email address. In your data export, you will see a new column titled No Show, and any bookings marked as no show in your bookings dashboard will show TRUE. 

For further questions, contact our team at support@youcanbook.me.

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