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Guide

How To Send Automatic Appointment Reminders

Turn on reminders inside the booking tool you already use. Square Appointments, Calendly, Acuity and Google Calendar appointment schedules can all send them automatically. A common setup is a confirmation request a day or two before and a reminder a few hours before. Include the address, a reschedule link and your cancellation policy, and only text clients who agreed to texts.

How To Do It

These steps work with the tools you already have, whatever you use.

  1. Start In Your Booking Tool

    Reminders belong in the system that holds the appointment, because it knows about reschedules and cancellations. Check its settings before buying anything new.

  2. Square Appointments

    In Square Dashboard, go to Appointments › Communications. Turn on the confirmation request and the text and email reminders, and choose when each goes out; reminders can be set from one hour to three days ahead.

  3. Calendly

    Calendly’s Workflows (shown as Automations in newer accounts) send email or text reminders before events. Texts need a paid plan, can’t be sent during the trial, and invitees have to opt in.

  4. Google Calendar Appointment Schedules

    In the booking page settings, under Booking confirmations and reminders, add reminder emails for people who book. Eligible Workspace plans can send up to five, and the reminder text can’t be edited.

  5. Write The Reminder Like A Person

    Name, day, time, address or video link, what to bring, a reschedule link and the cancellation policy in one line.

  6. Call The Unconfirmed

    The day before, check who hasn’t confirmed and contact them yourself. That short list is where most no-shows come from.

What To Watch Out For

  • Texts need consent. Booking tools ask clients to opt in; don’t text people who haven’t agreed.
  • Two reminders is usually enough. More starts to feel like nagging.
  • Square blocks marketing language in appointment messages, so keep reminders about the appointment.
  • Check the time zone on your booking page, especially for video calls.

How Octopus Prime Does It

Octopus Prime has no texting line of its own. Reminders keep going out from your booking tool, and an agent handles the follow-up around them.

  1. Connect Your Booking Tool

    Add Square, Acuity or Calendly at Settings › Connections.

  2. Daily Unconfirmed Check

    A repeating afternoon task wakes the agent to open tomorrow’s schedule and list who hasn’t confirmed.

  3. Draft The Personal Nudge

    For each one, the agent drafts a short message in your booking or texting tool. Sending waits for your OK by default.

  4. Fill Cancellations

    When someone cancels, the agent checks your waitlist notes and drafts an offer for the open slot.

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Questions

How far ahead should appointment reminders go out?

A common pattern is a confirmation request 24 to 48 hours before and a short reminder 2 to 3 hours before. Adjust for how far clients travel.

Can Google Calendar send reminders to clients?

Yes, through appointment schedules, which send booking confirmations and reminder emails to people who book. Extra reminders need an eligible Workspace plan.

Can Octopus Prime text my clients?

No. Octopus Prime has no phone line; keep your booking or texting tool, and your agent drafts the messages there for your OK.

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