Appointment Reminders
Reduce no-shows by 80% with automated reminders
No-shows cost you twice: lost revenue AND wasted time.
The average no-show rate is 20-30%. With automated reminders, it drops to under 5%.
80% reduction in no-shows. That's revenue you're already earning — just showing up.
The Workflow
Appointment booked →
24 hours before: SMS Confirmation
"Hi [Name], this is a reminder about your appointment tomorrow
at [time] with [Business]. Reply YES to confirm or RESCHEDULE
to change."
2 hours before: SMS Reminder
"See you in 2 hours! [Address/Link]. Running late? Reply here."
After appointment: Review Request
"Thanks for visiting [Business]! How was your experience? Leave
a review: [link]"Example: Dental Office
Confirmation (24 hours before):
Hi Sarah, reminder: You have an appointment tomorrow at 2:00 PM
with Dr. Martinez at Smile Dental.
Reply CONFIRM or tap to reschedule: smiledental.com/rescheduleReminder (2 hours before):
See you at 2:00 PM today! We're at 123 Main St, Suite 200.
Running late? Reply here and we'll adjust.Post-Visit (1 hour after):
Thanks for visiting Smile Dental today! We'd love your feedback.
Leave a quick review: g.page/smiledental/reviewSetup
Connect Calendar
Link Google Calendar, Outlook, or Calendly.
24CallDesk syncs appointments automatically.
Set Timing
Default sequence:
- 24 hours before: Confirmation
- 2 hours before: Reminder
- 1 hour after: Review request
Enable Responses
Allow customers to:
- Confirm (stops reminder sequence)
- Reschedule (opens booking link)
- Reply with questions
Handling Reschedules
When someone replies "RESCHEDULE":
AI: "No problem! Here are available times this week:
- Tuesday 10am
- Wednesday 2pm
- Thursday 4pm
Which works for you? Or tap here to see more: [link]"If they reply with a time:
AI: "Got it — you're now booked for Wednesday at 2pm. You'll
get a confirmation shortly."Calendar updates automatically. No staff intervention needed.
Results
| Metric | Without Reminders | With 24CallDesk |
|---|---|---|
| No-show rate | 25% | 5% |
| Reschedule rate | 5% | 15% |
| Staff time on reminders | Hours/week | Zero |
| Reviews collected | Few | Consistent |
Net impact: More appointments kept, more reschedules (not cancellations), more reviews.
Customization Options
| Setting | Options |
|---|---|
| Timing | 24hr, 2hr, custom intervals |
| Channels | SMS, AI call, email |
| Confirmation | Required or optional |
| Reschedule | Self-service link or AI handles |
| Review request | Google, Yelp, custom |
| Repeat visits | Different message for returning customers |
Industry Templates
Medical/Dental
24hr: "Reminder: [Procedure] appointment tomorrow at [time] with
Dr. [Name]. Please arrive 15 minutes early with ID and
insurance card."
2hr: "See you soon at [Address]. Check in at the front desk."
Post: "How was your visit? Your feedback helps us improve:
[review link]"Professional Services
24hr: "Looking forward to our meeting tomorrow at [time]. We'll
be discussing [topic]. Any questions before then?"
2hr: "Meeting in 2 hours. Join here: [Zoom link]"
Post: "Thanks for meeting today! As discussed, [next steps].
Questions? Reply here."Home Services
24hr: "Our technician will arrive tomorrow between [window].
Please ensure [access instructions]."
2hr: "[Tech Name] is on the way. ETA: 2 hours. Questions?
Reply here."
Post: "How did we do? Your review helps other homeowners:
[link]"Best Practices
Do:
- Send confirmation 24 hours ahead (reschedule window)
- Send reminder 2 hours ahead (top of mind)
- Include easy reschedule option
- Ask for reviews while experience is fresh
Don't:
- Over-remind (2-3 touches max)
- Make rescheduling hard
- Skip the review request
- Send at inconvenient times (early morning/late night)
The ROI
| Factor | Calculation |
|---|---|
| Current no-show rate | 25% |
| Appointments per month | 100 |
| Average appointment value | $150 |
| Monthly no-show cost | $3,750 |
| With 24CallDesk (5% no-show) | $750 |
| Monthly savings | $3,000 |
Plus: More reviews, better reputation, more new customers.
Ready to Stop No-Shows?
Setup takes 5 minutes. Connects to your existing calendar.