Part of Business operations
Online booking and automated appointment reminders
We set up online booking with automated appointment reminders by email and text, and client reports for renewal, so scheduling and follow-up run automatically.
Booking and reminders are one part of the business operations platform, the one system behind booking, reminders and the record of every visit. A call can end in a booking too: the AI receptionist can put a meeting on the calendar during the call.
What online booking and reminders do for your calendar.
Booking and reminders take the back and forth out of scheduling: the system confirms the time, and reminders go out until the visit happens.
What automated appointment reminders are
Automated appointment reminders are messages your calendar sends once a booking is on the schedule: a confirmation after the customer books, then reminders in the days before the visit. They go out by email or text, in your wording, and update if the appointment changes or is canceled.
How online booking works for the customer
The customer picks a time from your live availability, on a phone or a computer, without calling. If they already have a record with you, their name and details are filled in, and they only confirm the time or add an address for an on-site visit.
How reminders go out by email and by text
Reminders go out by email or by text, in the wording you choose. Texting from your business number starts after the number is registered with the carriers, which we handle during setup; until then, reminders go out by email only.
What happens with renewals and repeat bookings
Every booking, reminder and message attaches to the customer's record, so the full history is there when they call again or a service comes up for renewal. A renewal review is built from that history.
What it does not do
This covers the booking, reminder and agreement flow around a visit. The AI receptionist that answers your phone is a separate part of the platform. It will not chase a customer who ignores every reminder. It holds the schedule and sends the messages you set.
What the online booking system handles
After-hours inquiries
When someone fills in your website form after hours, an automatic email confirms the inquiry and includes a booking link, with their details already filled in if they are in your records. A text goes out as well once your number is registered with the carriers. The time they choose goes on your calendar and onto their customer record.
On-site visits
You send one link with the customer's details already in it, and they only type the address. Each visit books as a full hour with travel time blocked on each side, and a minimum notice period prevents short-notice bookings.
Reminders and rescheduling
Confirmations and reminders go out on the schedule you choose. If the customer reschedules through the link, the appointment updates and they get the new time. That cuts down on follow-up calls and calendar changes.
Complete customer history
The booking, reminders, texts, emails and notes all attach to the customer's record, so the full history is on one screen when the customer contacts you again.
Agreements signed from a phone
Send a service agreement, a quote to accept, or an automatic payment authorization, and the customer signs it on their phone. The signed copy is saved to their record with the signature.
Client reports for renewal
We produce a report for each of your customers showing the jobs recorded, the issues handled and the time spent, to review with them before renewal.
How we set it up
- 01
Review the current process
We follow one real inquiry from first contact to invoice and note each step that depends on someone remembering to act, including the finished visit where review management services ask for a review.
- 02
Configure the schedule
We set it up with your real availability, travel time, notice period and wording. If past customers should hear from you later, we note that for text message marketing services.
- 03
Test before launch
We send every message and booking link to you for review before any customer receives it.
- 04
Launch and support
We hand over the working setup and change availability or message wording when you ask.
Frequently asked questions
Is this just an online calendar?
No. A calendar lets someone pick a time. This also handles the automatic reply to the inquiry, the booking link that already knows who they are, the confirmation, the email and text reminders, rescheduling, the record of every message, and the signed paperwork.
Do my customers have to learn anything or install an app?
No. They open a link, check the details already filled in, and choose a time. Reminders arrive as ordinary emails and texts, with no app to download and no account to create.
Do I need to replace my current calendar?
No, you can keep it. The gaps are usually in the work around the calendar: inquiries left unanswered overnight, missed appointments, and no record of the year's work at renewal. This system covers those gaps.
What if I want to change the wording of a message?
We change it on request. Every message to your customers uses your wording, and nothing goes out before you have read it.
Can it handle different kinds of appointment?
Yes. A short introductory call and a full on-site visit are set up separately, each with its own length, availability, travel gaps, and wording, since they are different jobs and should not share one booking calendar.
What should a good appointment reminder say?
Ours names the business, the date and time, and the reason for the visit, taken from the booking itself and written in your wording, with a link to reschedule.
Can appointment reminders be sent by text?
Yes, once your business number is set up for it. Text reminders arrive alongside email, in the wording you choose, and either channel lets the customer reply to reschedule.
How do we set up text reminders for appointments?
We turn them on during setup and write the wording with you, once your business number is registered with the carriers. After that, each new booking gets its confirmation and reminders on the schedule you set, without extra work for your team.
Does this work for medical or dental scheduling?
Yes. The same booking, reminder and record-keeping setup works for any business with recurring visits, including appointment reminders for medical and dental practices.
Business operations
Tell us about your booking and reminders.
Send this and we will set up a discovery meeting to go over your calendars and reminders. The work is quoted after that, based on what you need.
Or call 850-400-2828Discuss online booking and appointment reminders.
Book a consultation, online or by phone.