How do I send automatic appointment reminders on WhatsApp?
For a WhatsApp reminder to go out by itself, you need a booking system connected to WhatsApp through Meta's official connection. The system knows when each appointment starts and messages the client at the set time, with nothing for you to do. The WhatsApp Business app on its own doesn't send reminders based on appointment times.
3 ways, and the difference
| The way | How it works | Good to know |
|---|---|---|
| By hand from your phone | You message each client before the appointment | Free, but it takes time and gets forgotten on a busy day |
| WhatsApp Business (the app) | Quick replies and an automatic away message when you're closed | Helps you answer fast, but doesn't send reminders based on your bookings |
| Booking system with an official WhatsApp connection | The reminder goes out by itself for each booking | Check whether messages are included or charged per message |
Unofficial tools that send messages from your personal number through WhatsApp Web can get the number banned. Choose an official connection only.
What to write in a reminder
- Business name
- Day and time
- Address or a link to the location
- A link to reschedule or cancel
- One short, warm sentence
Hi Dana, a reminder of your appointment tomorrow at 10:00 at Michal's Studio. Something changed? You can reschedule or cancel here: [link]
More ready-made texts for your business are in the WhatsApp Business message generator.
3 common mistakes
- A message that's too long. A reminder only needs when, where and how to change.
- A reminder with no cancel link. A client who can't come just doesn't reply.
- A reminder sent too early. A message sent a week before is forgotten by the day of the appointment.
How it works in BookMe1
BookMe1 connects to WhatsApp through the official connection. Every client gets a WhatsApp confirmation right after booking, a reminder before the appointment, and a message if the appointment was moved or cancelled. The reminder shows your business name, the day and time, and a personal link to reschedule or cancel. The client chooses when to get it, and an email reminder goes out too. You also get a message for every new booking.
Messages are included in every plan: Basic $24 ยท Exclusive $29 ยท Premium $39 a month. First month free, cancel in one click.
FAQ
Are the messages sent from my number?
No. They're sent from BookMe1's official number, with your business name in the message. Your personal number isn't flooded or at risk of a ban.
What if a client doesn't have WhatsApp?
The reminder also goes out by email.
Does it work for clients who speak another language?
Yes. Messages go out in the language the client booked in, in 7 languages.
Do I need to set anything up for reminders to work?
No. They work by themselves from the first booking.
Can I send a client a reminder again?
Yes. In the booking's edit window, under "Resend reminder", choose email or WhatsApp.
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