If you’re tired of clients missing appointments—or you just want fewer last-minute “Sorry, forgot!” emails—automated reminders are your friend. This guide is for anyone using Vyte who wants to make sure clients actually show up, without nagging them by hand. I’ll walk you through how to set up reminders in Vyte, what to watch out for, and a few things you can ignore.
Why bother with automated reminders?
Let’s be blunt: People forget. Even with calendar invites, no-shows and late arrivals are a headache. Automated reminders take the grunt work out of chasing clients, and they give both sides a gentle nudge to stay on track. Plus, Vyte has some built-in options that don’t require a computer science degree to use.
But don’t expect reminders to fix everything. If someone’s determined to bail, they’ll bail. Still, you’ll cut down on honest mistakes, and you’ll look more professional. Worth the five minutes to set up.
Step 1: Check your Vyte plan (yes, this matters)
Before you dive in, here’s the deal: Vyte’s automated reminders aren’t available on all plans. As of writing, the free plan is limited. You’ll need a paid plan (Vyte Pro or Vyte Team) to unlock fully customizable reminders.
- On the free plan? You get basic calendar invites, but you can’t tweak reminder emails or SMS.
- On Vyte Pro/Team? You can set up and customize reminders—this is what most small businesses and pros will want.
Pro tip: If you’re on the fence, try the paid plan for a month, set up reminders, and see if it’s worth it for you.
Step 2: Set up your appointment types
You can’t send reminders if you don’t have appointment types. Vyte lets you define these so you’re not fiddling with settings every time.
- Log in to Vyte.
- Go to “Appointment types” in the left sidebar.
- Create a new appointment type (or edit an existing one).
- Name it clearly (e.g., “Consultation,” “Therapy Session”).
- Set the duration, location (physical or virtual), and availability.
This step might seem basic, but it matters. Reminders are tied to these appointment types, so get them set up first.
Step 3: Find the reminder settings
Vyte tucks reminder options inside each appointment type.
- Within your appointment type, scroll down to the “Reminders” or “Notifications” section.
- Decide who gets reminders: You can send reminders to yourself, the client, or both. Usually, you want both—just in case.
You’ll see options for email and, on some plans, SMS reminders. Email is standard; SMS may cost extra or require integration with Twilio.
Step 4: Configure the reminder schedule
Now, set when reminders go out. Here’s what you can usually control:
- How many reminders: One? Two? Up to you.
- When they’re sent: Typical options are 24 hours before, 1 hour before, etc.
- Message content: On paid plans, you can edit the text. On free, you’re stuck with the default.
Simple setup that works for most:
- Send one reminder 24 hours before.
- Send a second reminder 1 hour before.
- For critical meetings (like paid sessions), add an SMS reminder if you can.
What works:
- Two reminders are enough for most people. More than that, and you risk being annoying (and ignored).
- SMS is great for last-minute reminders—people actually read texts.
What to ignore:
- Don’t overthink the wording. Keep it short and clear.
- Don’t send reminders too far in advance—people will forget again anyway.
Sample reminder text:
“Hi, just a reminder of your appointment with [Your Name] on [Date/Time]. If you need to reschedule, reply to this email or click here: [link].”
Vyte automatically fills in the details, so you don’t have to.
Step 5: Test your reminders before you go live
Don’t assume it’s working—run a quick test.
- Book a test appointment using a personal email or phone number.
- Check your inbox and/or phone when the reminders are supposed to arrive.
- Look for typos or missing info. This is your shot to catch mistakes before they hit real clients.
If you don’t get the reminders, double-check: - The reminder schedule (did you set it for 5 minutes before?). - That notifications are enabled for that appointment type. - Your spam folder (yes, really).
Step 6: Optional—add SMS reminders (if you need them)
Vyte supports SMS reminders, but only on paid plans and sometimes only with extra setup (like linking a Twilio account). Here’s the honest take:
- SMS is powerful, but costs extra. Only bother if your clients are truly no-show prone or don’t check email.
- If you’re running a high-volume operation (e.g., a clinic), it’s probably worth it.
- For solo consultants, email is usually enough.
How to set up SMS in Vyte: 1. Go to “Integrations” in your Vyte dashboard. 2. Connect your Twilio account (or whatever service Vyte currently supports). 3. Enable SMS reminders in your appointment type settings. 4. Test it, just like you did with email.
Heads up: Clients need to enter their correct mobile number when booking, or SMS reminders won’t work. Don’t assume they will.
Step 7: Make reminders part of your booking flow
Reminders only help if your clients actually get them. A few tips to make sure that happens:
- Collect the right info: Make sure your booking form asks for a valid email (and phone, if using SMS).
- Tell clients to check their spam/junk folder if they don’t see a confirmation.
- Use plain language: “You’ll get a reminder 24 hours before your session.”
Honestly, if someone’s determined to ignore you, no amount of reminders will help. But most people just need a nudge.
Step 8: Monitor, tweak, and move on
Once reminders are rolling, keep an eye on your no-show rate. If you’re still getting a lot, ask clients if they’re receiving reminders (and open to feedback). Sometimes people unsubscribe from emails, or SMS messages don’t go through.
- If clients complain about too many emails: Cut back to a single reminder.
- If they say they never got it: Double-check their contact info, and ask them to whitelist your address.
Don’t obsess. The point is to save you time, not create more busywork.
Quick troubleshooting
Common issues:
- Reminders not sending: Are you on the right Vyte plan? Did you enable notifications for that appointment type?
- Clients not getting reminders: Bad email addresses? SMS not set up? Reminders going to spam?
- Reminders look weird: Edit the template. Keep it simple—no need for fancy formatting.
If you’re stuck, Vyte’s help docs are decent, and their support team is pretty responsive. Just don’t expect miracles—sometimes, email providers eat reminders for breakfast.
What about integrations with other tools?
Vyte plays nice with Google Calendar, Outlook, and iCal. But those calendar invites aren’t the same as reminders—they just add the event to a calendar. If you want real reminders, set them up in Vyte itself.
You can also use tools like Zapier to trigger reminders elsewhere, but unless you really need a custom flow, that’s overkill. Vyte’s built-in reminders are enough for 95% of use cases.
The honest bottom line
Automated reminders in Vyte are dead simple once you know where to look. Don’t get lost in the weeds. Set up clear appointment types, enable reminders, test them, and move on. Start with email reminders—add SMS only if you really need it. And don’t expect reminders to solve all your no-show problems, but they’ll definitely save you time and hassle.
Keep it simple. Set it up, try it out, and tweak as needed. You’ll spend less time chasing clients and more time doing the work that actually matters.