How to Set Up Automated WhatsApp Appointment Reminders
Sending WhatsApp reminders by hand does not scale. Once you have more than a handful of appointments a day, you need a tool that sends them for you. This guide explains what is involved.
1. Decide what you want clients to do
Most businesses want one of three replies: confirm, cancel or reschedule. Decide how you will handle each, and who on your team sees the replies.
2. Understand how WhatsApp business messages work
Using the normal WhatsApp app for each client is fine for a few messages, but it does not automate anything. To send automatic messages, businesses use the WhatsApp Business Platform. Business-started messages usually have to use wording that WhatsApp has approved in advance, called a message template. The rules and pricing are set by Meta and can change, so check the current details or let your reminder provider handle it.
3. Get permission from your clients
Tell clients when they book that they will receive WhatsApp reminders, and give them an easy way to opt out. Only message numbers that clients have given you for this purpose.
4. Choose your timing
A common pattern is one reminder 24 to 48 hours before and a second on the morning of the appointment. Keep it to what is useful. Too many messages annoy clients.
5. Write clear messages
Start from our reminder templates. Include your business name, the date and time, and the action you want.
6. Add your clients and appointments
In The Client Reminder, you add the client and the appointment details. The reminder then goes out automatically before the appointment, and the client's reply shows up in your dashboard.
7. Handle the replies
When a client confirms, nothing more is needed. When one cancels, you can offer the slot to someone else. When one asks to reschedule, you get an email straight away so you can send a new time.
8. Review and improve
After a month, look at how many clients confirmed, cancelled or missed. Adjust your timing and wording where needed. See how to measure what no-shows cost you so you can see the benefit.
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