Appointment Checker: Confirm Upcoming Appointments Automatically
An appointment checker texts customers before an upcoming appointment and records whether they plan to attend. It follows the calendars you select and can optionally help move an appointment to another available time.
Before you start
Use calendars with the appointments you want to follow up, and select a sending number or WhatsApp channel available in your account. The checker looks up the appointment by the phone number it contacted, so the customer does not need to reply with a booking code.
Create an appointment checker
- Open AI → Conversational Agents → Appointment checker. Enter an internal name under What it is called. Customers see your business name.
- Under Calendars it watches, select at least one calendar. Selecting several includes appointments from all of them.
- Decide whether to enable Let it move the appointment to another time. This lets it offer free times from the same calendar. It does not move the customer to a different service or person. When this option is off, it records that another day is needed and tells the customer your team will follow up.
- Under How it reaches them, choose Text message or WhatsApp, then the sending number or channel. Set How far ahead and And not too close. For example, 24 hours ahead with a two-hour minimum avoids asking for confirmation when the appointment is already very close.
- Review The message it sends. For Text message, write the message and use {name}, {business}, {when}, {date} and {time} to insert appointment details. For WhatsApp, select an Approved template, read What it says, and assign the correct variable under What goes in each blank. Choose wording that asks the customer to reply about attendance.
- Click Create checker. The portal states that it is created switched off. Review its saved setup before turning it on to begin texting.
How it differs from a regular assistant
The checker follows up people with upcoming appointments in the selected calendars. It is not intended to answer every new conversation received on the number. A conversational agent configured for booking can help with new appointments and broader customer questions.
If your calendar already sends scheduled reminders, review their timing alongside the checker so the customer is not asked the same question repeatedly.
Before enabling it
Confirm the calendars, sending channel, timing and message. If rescheduling is allowed, confirm the calendar’s availability too. A request for your team to follow up still needs someone to handle it; the checker’s wording is not proof that a staff notification was sent.
For WhatsApp, the list includes connected numbers configured to receive messages. Check every template blank before saving. If a template requests a value that the variable list cannot provide, use a compatible approved template instead of leaving a required detail blank.
Related guide: Conversational Agent Settings, Section by Section.