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Set up automatic reminders

Reminders cut no-shows. In Appoinly they live on the Workflows page: when an event happens — like "appointment starts in 24 hours" — an action runs, like sending an email. Workflows are visible to owners and admins, not to staff logins.

Create a 24-hour email reminder

  1. In the sidebar, open Workflows.
    The Workflows page listing existing workflows with their event and active state, and the New workflow button above them.
  2. Click New workflow and give it a Name, for example "24-hour reminder".
  3. As the Event, choose Appointment starts.
  4. Set Offset (minutes) to 1440 and pick Before — that is 24 hours before the start. (120 would be 2 hours, and so on.)
  5. Under Actions, click Add action and choose Email as the Action type.
  6. Set To to Customer, then write the Subject and the Message. Click a placeholder above the message to insert things like the customer's name or the appointment time at the cursor.
    A workflow being edited: the Appointment starts event with an offset of 1440 minutes Before, and an Email action addressed To the customer.
  7. Click Save, and check the workflow is marked active in the list.

SMS, WhatsApp and Viber reminders

Message actions send through your own Twilio account, configured once in Settings.

  1. Open Settings → the Messaging tab (the card is titled Messaging (Twilio)).
    The Messaging (Twilio) card in Settings, with the Account SID, Auth token and per-channel sender fields.
  2. Tick Enable SMS, WhatsApp and Viber messages.
  3. Fill in your Twilio Account SID and Auth token, and the sender for each channel you use: SMS sender, WhatsApp sender, Viber sender.
  4. Click Save settings.
  5. Back in your workflow, add an action with Action type set to SMS, WhatsApp or Viber.

More ideas

  • Booking created → an instant confirmation email to the customer.
  • Appointment ends → a follow-up a few hours After, asking for a review.
  • Add a second action to the same workflow with To set to Staff member, so your team gets notified too.