Automated Reminders

Send SMS and email reminders before appointments to reduce no-shows. Customers can confirm, reschedule, or cancel by replying — all handled automatically.

No-shows cost businesses thousands of dollars a month in lost revenue and wasted time. Automated Reminders sends personalized SMS and email messages before every appointment, keeping customers informed and giving them an easy way to reschedule if plans change.

You configure it once. The system handles every reminder from that point forward.

What it does

• Sends reminders at configurable intervals (e.g., 1 week, 48 hours, 24 hours, 2 hours before)
• Personalizes each message with the customer’s name, appointment time, and service details
• Supports two-way replies — customers can confirm, reschedule, or cancel by text
• Handles rescheduling automatically by checking your calendar and offering new times
• Frees up cancelled slots so other customers can fill them

Key benefits

Reduce no-shows

Automated reminders typically reduce no-show rates by 50–70%.

Two-way rescheduling

Customers can reschedule by reply. The AI finds a new time and updates your calendar.

Supports SMS and email

Send via SMS, email, or both. Configure per customer or per appointment type.

Set it once

Reminders run automatically for every appointment once configured.

Setup

1. Go to Reminders

   In your dashboard, navigate to Reminders in the sidebar.

2. Connect your calendar

   Reminders require a connected calendar. If you have not done so already, link your Cal.com or Google Calendar from the Calendar integration page.

3. Set your reminder timing

   Choose when reminders are sent relative to each appointment. You can add multiple reminders per appointment:

   Timing	Recommended use
   1 week before	High-value or long appointments
   48 hours before	Standard appointments
   24 hours before	Most appointment types
   2 hours before	Same-day confirmation

   Select the timings that make sense for your business and appointment types.

4. Configure message templates

   Write the SMS and email messages your customers will receive. Templates support merge fields:

   Example SMS (24h reminder):

   Hi {{first_name}}, just a reminder about your appointment with
   {{business_name}} tomorrow at {{time}}. Reply YES to confirm,
   RESCHEDULE to change your time, or CANCEL to cancel.
   

   Example SMS (2h reminder):

   See you soon, {{first_name}}! Your {{service}} appointment is
   today at {{time}} at {{address}}. Reply HELP if you need anything.
   
5. Enable SMS and/or email

   Toggle on the channels you want to use. If you enable both, reminders are sent via SMS and email for every appointment.

6. Save settings

   Click Save. Reminders will be scheduled automatically for all upcoming appointments.

Two-way rescheduling

When a customer replies to a reminder, Boltcall handles the response automatically:

• YES / Confirm — the confirmation is logged; no action needed
• RESCHEDULE — the AI asks for their preferred new time, checks your calendar, and updates the booking
• CANCEL — the appointment is cancelled, the slot is freed, and you are notified
• Any other reply — the AI responds conversationally and escalates to you if needed

Keep your calendar availability up to date. When customers reschedule, the AI only offers time slots that are genuinely open.

Reminder content tips

Include the following in your reminder messages to reduce confusion and no-shows:

• Customer’s first name
• Appointment date and time
• Service or appointment type
• Business address or location (for in-person visits)
• Preparation instructions if applicable (e.g., “Please arrive 10 minutes early”)
• Clear reply options (YES to confirm, RESCHEDULE to change)

Do not include sensitive personal or medical information in SMS reminder messages. Use email for content that requires more privacy.

Opt-outs

Customers can opt out of reminders at any time by replying STOP. Boltcall removes them from future automated messages immediately and in compliance with SMS regulations.

Frequently asked questions

Can I customize reminders per appointment type?

Yes. You can create different reminder timing and message templates for different services or appointment types.

What if a customer does not want reminders?

Customers can reply STOP at any time to opt out. You can also manually disable reminders for a specific customer from their lead record.

Will reminders be sent at odd hours?

No. Boltcall sends reminders during reasonable hours based on the customer’s time zone. A 24-hour reminder will not go out at 3am.

Can I include special instructions in reminders?

Yes. Add custom preparation instructions, parking info, or what to bring directly in your message templates. You can vary this per appointment type.

Does it work if appointments are booked through SMS Booking?

Yes. Any appointment created through SMS Booking, the AI Receptionist, or manually added to your calendar will trigger the reminder sequence automatically.

Related

SMS Booking

Book appointments via two-way SMS conversations.

Calendar integration

Connect your calendar to power reminders and booking.

AI Receptionist

Answer calls and book appointments automatically.

Dashboard overview

View upcoming reminders and appointment history.