Nobody likes a no-show. Whether you’re running a small business, a clinic, or a one-person consulting gig, missed appointments waste your time and money. If you’re tired of chasing people down and want a straightforward way to remind folks about their meetings, this guide is for you.
We’ll walk through how to use Appointlet to set up automated reminders, so you can spend less time sending emails and more time doing actual work. No fluff—just what you need to get reminders out and cut down on the number of empty spots in your calendar.
Why Automated Appointment Reminders Matter
Let’s be real: people forget things. It’s not (usually) personal. Your clients, patients, or colleagues have a million other things going on, and “that appointment” isn’t always at the top of the list.
Automated reminders are the closest thing you’ll get to a magic bullet for no-shows. Here’s why:
- They’re consistent. Nobody forgets to send the reminder because it’s done for you.
- They’re fast. Set it up once, and you’re off to the races.
- They’re more effective than you think. People are much less likely to skip when they get a nudge a day or two before.
But—and this is important—not all reminder systems are created equal. Some bombard people with too many messages, others end up in spam, and some are so clunky you’ll want to quit halfway through setup. Appointlet strikes a pretty good balance between easy setup and solid functionality, but you’ll still want to tweak things for your workflow.
Step 1: Get Set Up With Appointlet
If you already have an Appointlet account and you’re booking meetings through it, skip ahead. If not, here’s the bare minimum to get started:
- Sign up for Appointlet. Go to their site and create a free account. You can upgrade later if you need advanced features, but for reminders, the basics work.
- Connect your calendar. Appointlet plugs into Google or Microsoft calendars. Syncing means new bookings show up automatically.
- Set your availability. Block off the times you want people to be able to book with you. No need to micromanage every slot, just cover your main windows.
Pro tip: Don’t overthink your first setup. You can always come back and tweak things after you’ve run a few appointments.
Step 2: Enable and Customize Appointment Reminders
This is where most of the magic happens. Appointlet can send reminders via email to both you and your guests. Here’s how to set it up:
- Go to your meeting types. In Appointlet, each “meeting type” is a different kind of appointment (e.g., consultation, check-in, demo).
- Edit the meeting type you want to add reminders to.
- Find the Notifications or Reminders section. The exact name might shift, but it’s usually pretty obvious.
- Toggle on appointment reminders. You can set reminders for both yourself and attendees.
Customizing Your Reminder Schedule
You get to pick how far in advance the reminders go out. The default is usually 24 hours, but here’s what actually works best for most people:
- First reminder: 24 hours before the meeting. This jogs the memory and gives people time to reschedule if needed.
- Optional second reminder: 1 hour before. This is a last-minute nudge so it’s fresh in their mind.
You don’t need to go overboard—more than two reminders per appointment is just annoying. If you have a super forgetful crowd, maybe add a third (like 2 days before), but that’s rare.
Pro tip: If your clients are in different time zones, double-check that reminders are set to send in their local time, not just yours. Appointlet usually handles this, but it’s worth confirming.
Tweaking the Reminder Message
Don’t use the generic “You have an appointment” template if you can help it. Personalize your reminder for better results:
- Include the date, time, and location (or meeting link).
- Add your contact info so people can reach you if they need to cancel or reschedule.
- Keep it short and friendly. No one reads a wall of text.
Here’s a quick example:
“Hi [Name], this is a quick reminder about your [Service] appointment with [Your Name] on [Date] at [Time]. If you can’t make it, just reply to this email or reschedule using the link below. See you soon!”
Step 3: Test Your Reminders Before Going Live
Don’t assume it all just works. Run a few test bookings with your own email or a colleague’s. Here’s what to check:
- Did the reminder arrive? Sometimes they land in spam or don’t show up at all.
- Is the timing right? Make sure the reminder didn’t arrive in the middle of the night for your client.
- Does the message make sense? Double-check the merge fields (like [Name]) actually fill in.
Appointlet is pretty reliable, but no system is perfect. If something’s off, tweak your settings and test again. You only have to do this once, and it’s worth the 10 minutes.
Step 4: Encourage Clients to Confirm or Reschedule
A reminder that gets ignored is only slightly better than no reminder. The best way to avoid no-shows is to make it easy for people to confirm or reschedule.
- Always include a reschedule/cancel link. Appointlet generates these automatically. Don’t hide them.
- Say it’s okay to reschedule. Sometimes people skip because they feel awkward canceling. Give them permission.
- If your appointments are high-stakes (consultations, paid sessions), consider asking for a quick reply (“Reply YES to confirm”)—but don’t force it for every type of meeting.
Step 5: Monitor No-Shows and Adjust as You Go
Setting up reminders isn’t a “set it and forget it” deal. Track your no-show rate for the first month after enabling reminders.
- If no-shows drop: Great, keep rolling.
- If they don’t: Try tweaking reminder timing, changing up your message, or asking for confirmation.
- If people complain about too many emails: Dial it back. More reminders aren’t always better.
What’s not worth your time:
Don’t obsess over open rates or fancy analytics unless you’re running a big operation. What matters is: Are people showing up? If yes, you’re winning.
What Works (and What Doesn’t) With Appointlet Reminders
What works: - Simple setup, even if you’re not a tech whiz. - Reliable delivery for most email providers. - Decent customization so your reminders don’t sound like a robot wrote them.
What doesn’t: - No built-in SMS reminders on the basic plan. If your crowd ignores email, you’ll need to pay for upgrades or use a third-party add-on. - Some calendar integrations (like Apple Calendar) can be finicky. If your clients use something weird, double-check compatibility. - The reminder system isn’t magic. If someone really doesn’t want to show, no software can fix that.
Ignore the hype:
You don’t need a “fully automated, AI-powered workflow” to cut down on no-shows. Simple, polite reminders—sent automatically—work just fine for 99% of cases.
Keep It Simple: Final Thoughts
If you’re looking to reduce no-shows, automated reminders in Appointlet are about as straightforward as it gets. Set up your meeting types, customize your messages, and test before you go live. Don’t get lost in the weeds of automation for its own sake. Start simple, see what works, and only add complexity if you really need it.
Reminders won’t solve every problem, but they will save you time, money, and some headaches—no matter what kind of appointments you’re booking.