Part of Custom software and automation
Booking, Reminders and Client Reporting
The everyday jobs that quietly cost you money: chasing people to book, reminding them so they turn up, and proving your worth at renewal. We set all three up so they run without you. Below is exactly what that looks like, in plain terms.
You need this page when enquiries, bookings, reminders, signed agreements, and renewal records are spread across calendars, inboxes, phones, and paper. It shows how those steps can connect to one customer record.
What This Actually Does, Day to Day
A lead enquires at 11pm and books itself
Someone fills in your website form after hours. An automated email and text acknowledge the enquiry and include a calendar link. If we already know them, their details are filled in. When they choose a slot, the workflow adds it to the calendar and links it to their record.
You need to see the place before you quote
You send one link. Their details are already in it, so all they type is the address. The visit is set to a full hour, not a squeezed half hour, with travel time blocked either side so the next thing cannot land on top of it. You set a minimum notice, so nobody books you for tomorrow morning while you are two counties away.
Nobody has to chase anyone
Confirmation and reminders follow the schedule you choose. If the customer reschedules through the link, the workflow updates the appointment and sends the revised time. This reduces manual follow-up and diary changes.
Every conversation sits in one place
The booking, the reminders, the texts, the emails and the notes all attach to that one customer record. When they ring back in four months you can see the lot in one screen, instead of hunting through a phone, an inbox and a paper diary.
Agreements signed from a phone
Send a service agreement, a quote acceptance or a direct debit authorisation. They sign it on their phone. The signed copy files itself against their record with the signature stored, so you are not digging through email looking for who agreed to what.
Renewal stops being an argument about price
We produce a report for each of your customers showing recorded jobs, issues handled, and time invested. You can review it with the customer before discussing renewal.
How We Set It Up
- 01
Watch how you work now
We follow one real enquiry from first contact to invoice and note every point where someone has to remember something.
- 02
Build it around your hours
Your real availability, your travel time, your notice period, your wording. Not a template with our name swapped out.
- 03
Test it on you first
Every message and booking link is fired at you before a single customer sees it, so you know exactly what they will receive.
- 04
Hand it over and stay on call
You get it working, plus someone to ring when you want a time changed or a message reworded.
Why It Matters
Most firms do not lose work to competitors. They lose it to enquiries that went cold over a weekend, appointments people forgot, and renewals where nobody could remember what was delivered.
- Automated replies can acknowledge enquiries after hours, including weekends
- Customers book themselves without typing their details again
- Reminders go out by both email and text, so fewer no-shows
- Site visits get proper time and travel gaps, so the day does not collapse
- Every booking, message and signed document sits on one customer record
Where The Time Goes
*Set up and run for our own business before we offer it to yours.
FAQ
Frequently asked questions
Common questions about calendars, what customers have to learn, switching from a diary that works, message wording, and appointment types.
Is this just an online calendar?
No. A calendar lets someone pick a time. This handles the whole chain around it: the automatic reply to the enquiry, the booking link that already knows who they are, the confirmation, the reminders by email and text, the reschedule, the record of every message, and the signed paperwork. The calendar is one part.
Do my customers have to learn anything or install an app?
No. They click a link, see a few boxes already filled in, choose a time and they are done. Reminders arrive as normal emails and normal texts. There is nothing to download and no account to create.
I already have a diary that works. Why change?
Keep the diary if you like it. The gap is usually not the diary, it is everything around it: the enquiry that sat unanswered overnight, the person who forgot on Thursday, the renewal where you could not evidence a year of work. That is what this fills.
What if I want to change the wording of a message?
You tell us and we change it. Every message that goes to your customers is written in your voice and stays under your control. Nothing goes out that you have not read first.
Can it handle different kinds of appointment?
Yes. A short introductory call and a full on-site visit are set up separately, with their own length, availability, travel gaps and wording, because they are not the same thing and should not share a calendar.
Also in Custom software and automation
See It Working Before You Decide
We will walk you through the exact setup we run for our own business, using your enquiries as the example, and tell you honestly which parts would earn their keep for you.