Appointment Reminders and Notification Templates
Create SMS confirmation and reminder templates, choose timings and tags, apply them to bookings and troubleshoot missing notifications.
Notification templates provide an SMS confirmation and reminder messages for appointments. Open Settings → Notification Templates. The list shows the template, applicable calendar, instant notification and reminder timings.
Check the sending number first
In Settings → Calendars Config → the calendar’s settings → General, select Default SMS Phone Number and click Save General Settings. Without an SMS destination, the manual appointment form can disable Notify Client and show a configuration link.
Create a notification template
- Click New Notification Template.
- Enter a Template Name and choose a calendar or All Business Calendars.
- Write the Instant Notification message. This is the confirmation used immediately after scheduling when the notification is applied.
- Click Add First Reminder. Set Time Before, select Hours or Days, and write the message.
- Use Add Second Reminder and Add Final Reminder if needed. The final section is labeled Third Reminder. Use Remove to remove an unwanted reminder from the template.
- Review the order and timing of the messages, then click Create Notification.
Use the message tags
The message boxes offer [Client Name], [Company], [Appointment Date and Time] and [Appointment Time]. Reminders also offer [Reminder Timing]. The company value comes from Company Name in the calendar’s General settings.
Review the form’s current counter and validation instead of relying on a fixed character allowance. Tags expand into real values, so a short draft is not a guarantee of a single SMS. Keep wording clear, identify your business and tell the client how to confirm or rearrange.
Apply and review the template
- For a manual appointment, open Calendar → New Event → Calendar Appointment.
- When available, turn on Notify Client, choose Appointment Notifications Template and click Load Template.
- Review the Now confirmation and the reminders shown. Check each message and its hours/days before the appointment.
- Adjust the appointment’s message text where needed. Use Skip for a reminder you do not want for that appointment.
- Confirm the recipient and click Save Appointment. The immediate confirmation may be sent when saved.
For a custom booking link, open Booking Pages, review the link’s Advanced (limits, branding) → Reminder template and save the link. See Booking Pages. Selecting a calendar on the template identifies its scope; still review how it is applied in the booking workflow.
Test and troubleshoot
- Use a phone you control for an agreed test. Verify the confirmation and a future reminder in the intended time zone.
- If Notify Client is unavailable, check the calendar’s SMS destination first.
- If a reminder is missing, check the recipient, selected template, Skip controls, timing and message-delivery result.
- Review times that have already passed for a near-term appointment rather than assuming every template reminder can still run.
- After editing a template or rescheduling a visit, inspect existing appointments and pending messages. Do not assume previously scheduled messages were rewritten automatically.
A small number of useful reminders is usually clearer than repeating the same message at every available stage. Choose timings that match your business and the client’s appointment.