You automatically send a reminder 24 to 48 hours before the appointment as a utility template, with two buttons: confirm or reschedule. If the customer confirms, your flow writes that back to your calendar. If they want to reschedule, the flow offers new slots right away. That way you hear about it before the appointment instead of after.
Why this works
- WhatsApp gets read faster than email and has no spam filter
- Rescheduling with one tap is less hassle than calling, so it happens more often
- Your calendar stays current without anyone chasing by phone
- Works for practices, garages, salons, driving schools, and service businesses
The flow, step by step
Ready-to-use message copy
Take these and adjust them to your own tone of voice. The flow fills in the variables in double curly braces for you.
| Message | Text |
|---|---|
| Reminder | “Hi {{firstName}}, your appointment is tomorrow at {{time}} at {{location}}. Can you make it?” |
| Confirmation | “Great, see you tomorrow! If you do need to reschedule, just send us a message.” |
What you need
- An Easy Flow Builder subscription at €50 per month
- A WhatsApp Business API number through Meta onboarding
- For conversations you start: an approved message template
- Optional: an API integration with your own system
Frequently asked questions
How far ahead should I send the reminder?
24 hours ahead is the most common window: far enough out to still fill the slot, close enough that nobody forgets. For appointments that need preparation, 48 hours works better.
Do I need a template for this?
Yes. Because you're starting the conversation, the reminder goes out as an approved utility template. As soon as the customer replies, the 24-hour window opens and you can talk freely.
Can I measure how many no-shows I prevent?
Yes, by comparing how many appointments fell through without a message against the period afterward. We deliberately don't quote a percentage: it varies a lot by industry.