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Send automatic emails and texts

Set up reminders, follow-ups and cancellation messages that send themselves.

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Create a workflow

  1. Step 1: Open Workflows and click New workflow.
  2. Step 2: Give it a Name (only you see this).
  3. Step 3: Choose a Trigger: when a booking is made, before the appointment, when a booking is moved, when a booking is cancelled, or after the appointment.
  4. Step 4: Choose the Channel: Email or SMS.
  5. Step 5: For reminders and follow-ups, set Minutes before/after. For example 60 is one hour and 1440 is one day.
  6. Step 6: Write the Subject (email only) and Message. You can use the same tokens as Message templates, such as {{customer_name}}.
  7. Step 7: Keep Active ticked and click Create workflow.

Ideas to get started

  • A text reminder 2 hours before (Before the appointment, 120 minutes).
  • A thank you with a review link 3 hours after (After the appointment, 180 minutes).
  • A text when a booking is moved (When a booking is moved), on top of the built-in email.

Text messages (SMS)

  • Texts are included on the Pro plan. On the Free plan the option shows as SMS (Pro plan).
  • The customer needs a phone number on their record. To make sure you always have one, turn on Require a phone number in Settings.
  • UK mobile numbers starting 07 are converted automatically.

Good to know

  • Each workflow sends once per appointment.
  • Untick Active to pause a workflow without deleting it.
  • Follow-ups go to appointments that are still open or marked Completed after they end, not to no-shows or cancellations.
  • When a booking moves to a new time, its reminders and follow-ups are sent again for the new time.

Good to know: Confirmation, reminder, moved and cancelled emails are built in (see Message templates). A workflow for the same thing sends a second email, so turn the built-in one off if you use your own.