Schedulista sends confirmation emails, as well as reminder emails and optional text (SMS) reminders (if available where you are located), when clients book online or when you set an appointment for a client directly on your calendar.

If you reschedule an appointment, or update the provider or service on an appointment, a reschedule/update notification can be sent by email.

Benefits of client appointment notifications

  • Confirmation emails present a record to the client that their appointment has been booked

  • Email and text (SMS) reminders provide multiple opportunities to remind clients of appointments to help reduce no-shows

  • Emails and text reminders offer the clients the chance to cancel or reschedule their appointment, if needed

  • Optional email notifications can be sent when you reschedule an appointment or update the provider or service on an appointment to let clients know of the change(s)

Contents:

What clients are sent for each appointment

Clients who book online through Schedulista are required to enter their email address and phone number.

For appointments you set for clients directly on your calendar, make sure you get the relevant contact information from the client for the kinds of notifications they'd like to receive.

  • Confirmation email:

    • Always sent within minutes to clients who book online.

    • Sent to any client for which you set an appointment directly on your calendar, if you have their email address on file. You can also opt not to send the confirmation email for an appointment you set for a client.

  • Reminder email:

    • Sent to clients who book online, depending on how far in advance the appointment is booked.

    • Sent to clients for appointments you set for them directly on your calendar, if you have their email address on file, depending on how far in advance the appointment is set.

  • Text (SMS) reminders:

    • If the SMS service is available in your country, clients can opt to receive text reminders while booking

    • With their permission, you can opt for clients to receive the text (SMS) reminders for the appointments you set for them.

    • Up to two (2) reminders are sent, depending on your settings and how far in advance the appointment is booked online or set by you on your calendar.

Confirmation & reminder emails

The confirmation & reminder emails offer the basic information for a client's appointment, including the service, the provider (if selected), and the date & time of their appointment.

You can add a custom message to the emails to include additional information about the service or your business.

If you are using the Zoom integration, the join meeting link (and a password, if necessary) for the Zoom meeting is automatically included in the confirmation and reminder emails.

Appointment confirmation

A client will receive an appointment confirmation for their records by email within minutes of booking online or when you set an appointment for them directly on your calendar. You can also opt not to send a confirmation email when setting the appointment.

Appointment reminder

To keep the client aware of their upcoming appointment, a handy reminder email is sent 24 hours before the cancellation policy deadline you set on your account.  (e.g., Sent 48 hours before their appointment, based on a 24 hour online cancellation policy; sent 6 days before the appointment, based on a 5 day online cancellation policy; etc.)

If your cancellation policy is set for less than 24 hours (e.g., 1 hour, 8 hours, 12 hours, etc.), we will send the reminder email 24 hours before their appointment.

You can adjust when this email is sent independent of the cancellation policy in the Appointment Reminders section on your Confirmations, Reminders, Notifications settings page.

Note: If an appointment is booked in advance in less time than the 
reminder threshold, the reminder email will not be sent. For example,
if an appointment is booked less than 48 hours in advance and the
reminder email is set to be sent 48 hours before the appointment, the
reminder email will not be sent.

Text (SMS) reminders

The text (SMS) reminders offer a quick, simple notification for clients on the go.  The text includes your business name, the date & time of the appointment, and a link to full appointment details.

Note: The text reminders cannot be customized, but any custom message 
set for the confirmation & reminder emails will appear on the full
appointment details linked.

The text/SMS service is not available in every country. You can check here to see if the service is available where you are.

Appointment reminder #1

This first reminder is sent at the same time as the reminder email.  This can also be adjusted independent of the cancellation policy in the Appointment Reminders section on your Confirmations, Reminders, Notifications settings page.

Note: If an appointment is booked in advance in less time than the 
reminder threshold, the first text reminder will not be sent. For
example, if an appointment is booked less than 48 hours in
advance and the first text reminder is set to be sent 48 hours
before the appointment, the first text reminder will not be sent.

Appointment reminder #2

This "last minute" reminder is sent the same day as the appointment.  When they book, clients can select to receive this reminder 1, 2, or 3 hours prior to their appointment.  You will also have these options if you set a client record to receive SMS for the appointments you set for them on your calendar.

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