If you run any kind of business where clients book appointments—hair salon, consulting, dog grooming, whatever—you know that missed appointments are a pain. People forget. You lose time and money. That’s where automated email reminders come in.
This guide is for anyone using Setmore who wants to cut down on no-shows, save yourself some hassle, and look a bit more professional in the process. You’ll get clear, step-by-step instructions on setting up automated email reminders for your appointments—plus a few hard truths about what works, what doesn’t, and what’s just window dressing.
Why bother with automated reminders?
Let’s be honest: most no-shows aren’t malicious. People just forget. Automated reminders mean Setmore does the nagging for you, and you can stop chasing clients down or sending awkward “Hey, are you still coming?” texts.
What you’ll get with automated email reminders: - Fewer no-shows and late arrivals - Less manual admin work - A more professional, trustworthy vibe for your business
But don’t expect miracles. Some people ignore email. A reminder won’t fix chronic flaky clients. But for most, it works.
Step 1: Make sure you have the right Setmore plan
Before you start, check your Setmore account. Email reminders are included in the free plan, but text (SMS) reminders and more advanced features need a paid plan. This guide focuses on email reminders—if you’re looking for SMS, you’ll need to upgrade.
To check your plan: 1. Log into Setmore. 2. Click your profile icon (top right), then “Subscription.” 3. Look for “Email reminders” in your current plan’s features.
Pro tip: If your clients really respond to texts, consider the upgrade. Otherwise, stick with email; it covers most bases for free.
Step 2: Set up your appointment types
Reminders only work if your appointments are set up right. Take a second to make sure your services (haircut, consult, dog bath, etc.) are clearly defined.
- Go to “Services” in the main menu.
- Add or edit your appointment types.
- Double-check your durations and buffer times—these affect when reminders go out.
- Make sure you’ve set a reasonable booking window (so people can’t book last-minute and miss the reminder).
Don’t overcomplicate it. If you offer three things, list three things. Vague “General Appointment” slots make reminders less useful.
Step 3: Set up automated email reminders
Now for the main event. Setmore’s email reminders are “set and forget.” Here’s how to turn them on:
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Go to Settings
Click the gear icon (bottom left), then choose “Notifications.” -
Find the Email Reminders section
You’ll see toggles for customer and staff reminders. -
Turn on “Appointment Reminder Email”
Flip the switch. You’ll see confirmation that reminders are enabled. -
Customize the timing
By default, Setmore sends reminders 24 hours before the appointment. Want a different timing? Click “Edit” or the pencil icon, then set how many hours before the appointment to send the reminder. -
24 hours is the sweet spot for most businesses.
- For early morning appointments, consider 36 hours so reminders don’t land at midnight.
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Some folks do a second reminder (if your plan allows). Don’t overdo it—one or two reminders is plenty.
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Edit the email template (optional)
You can tweak the subject line and message body. Keep it short, friendly, and clear. Don’t stuff it with marketing—these are reminders, not newsletters.
Example subject:
Reminder: Your appointment with [Business Name]
Example body:
Hi [Customer Name],
This is a reminder for your upcoming appointment with us on [Date] at [Time].
Location: [Business Address]
If you need to reschedule, please reply to this email or use your booking link.
See you soon!
Pro tip: Avoid making the reminder too generic. Include your business name, location, and any instructions (parking, what to bring, etc.).
Step 4: Test the reminders
You don’t want to find out your reminders are broken when a client no-shows. Test it.
- Book a fake appointment using a different email address.
- Wait for the reminder to arrive.
- Check for typos, weird formatting, or missing info.
If you don’t see the reminder: - Check your spam folder. - Double-check your Setmore notification settings. - Make sure the appointment is scheduled far enough in the future to trigger the reminder timing.
Don’t skip this step. One bad reminder email can confuse or annoy your clients.
Step 5: What about staff reminders?
Setmore can also send reminders to your staff (if you have a team). It’s the same process—just toggle on “Staff Reminder Email.” This is useful if you have a team and want everyone to know their schedule without extra group texts or Slack messages.
If you’re solo, you can ignore this. One less thing to clutter your inbox.
Step 6: Rescheduling, cancellations, and other gotchas
Automated reminders are great, but real life is messy. Here’s what to watch for:
- Rescheduled appointments: If a client reschedules, Setmore will update the reminder to match the new time—assuming the change happens before the reminder is sent. Last-minute changes can slip through.
- Cancellations: If the appointment is cancelled, Setmore doesn’t send a reminder. But some clients might still see the original reminder if they cancelled after it was sent.
- Double bookings: If you or a client book two slots by mistake, they’ll get two reminders. Not much you can do, short of double-checking your bookings.
Tip: Make it easy for clients to contact you if they need to cancel or reschedule. Put contact info or a booking link in the reminder email. The less friction, the better.
Step 7: Monitor and adjust
Don’t just set it and forget it forever. After a few weeks, take a look at your no-show rate. Are reminders helping? Are clients replying with questions or confusion?
- If you’re still getting lots of no-shows, consider tweaking your reminder timing.
- If clients say they never got the reminder, ask them to check spam/promotions folders.
- If you get complaints about too many emails, dial it back.
Honestly, you’ll never hit 0% no-shows. But reminders should make a noticeable dent.
What’s worth skipping?
Setmore offers all kinds of notification tweaks, templates, and integrations. Here’s what’s worth your time—and what isn’t (unless you really love fiddling):
Worth it: - Customizing reminder timing and language - Adding essential info (address, parking) - Testing your emails
Not worth it for most people: - Over-designing the email (most clients just need the basics) - Sending more than 2 reminders (it just gets annoying) - Digging into integrations unless you already use tools like Zapier or Mailchimp
If you’re running a simple operation, keep it simple.
Final thoughts: Keep it simple, keep it human
Automated reminders in Setmore aren’t magic, but they save time and money. Set them up once, test them, and tweak as you go. Don’t overthink it—most clients just need a quick nudge.
Start basic. Iterate if you need to. And remember, the best system is the one you actually use, not the one with the most bells and whistles.
Happy scheduling.