SHEET-TRIGGERED RECIPE

Appointment reminder.

Due list: a scheduled export of tomorrow’s bookings. Rows come from practice management, salon and clinic booking systems. A new row starts a two-way WhatsApp journey: send the reminder → wait for reply → notify reception on reschedules.

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Category
Bookings & appointments
Meta template category
Utility
Send
Daily export of tomorrow’s bookings, sent at 10 am
Stops when
They confirm or reschedule

SET UP

1. The sheet.

Only Phone is required, with the country code. The other columns personalise the message and help your team when the customer replies. Keep the column names in row 1 and don’t leave blank rows.

  • Name: used in the message or for your team
  • Phone: required, with country code (for example +61 412 000 184)
  • Time: used in the message or for your team
  • Practitioner: used in the message or for your team
  • Consent (recommended): record that the person agreed to WhatsApp messages, and when
Appointment reminder · Sheet1
ABCDE
1NamePhoneTimePractitionerConsent
2Sarah+61 412 000 1849:30 amDr LeeYes
3Tom+61 433 000 9122:00 pmJessYes
4Ana+64 21 000 45711:00 amDr PatelYes

Row 1 holds the column names. The highlighted row is the newest: adding it starts the journey. Example data only.

DATA IN

2. How the rows get there.

Due list: a scheduled export of tomorrow’s bookings. These tools can add a row for each new record. Pick yours for step-by-step setup.

CalendlyZapier: Invitee Created or Rescheduled
→
Acuity SchedulingZapier: New Appointment
→
ClinikoCliniko API, polled on a schedule by a Google Apps Script time trigger
→
MindbodyMindbody Webhooks API (client.created, appointmentBooking.created, classRosterBooking.created) with developer approval
→

See all data sources →

TEMPLATES

3. The messages.

Daily export of tomorrow’s bookings, sent at 10 amUtility
Hi {{1}}, a reminder that you’re seeing {{2}} tomorrow at {{3}}. Reply YES to confirm or ask to change.

{{1}} = Sarah

{{2}} = Dr Lee

{{3}} = 9:30 am

Example wording. Submit your own version to Meta as a template; Meta confirms the category. Marketing templates need marketing consent and an opt-out.

BUILD

4. Build it in ConvoHut.

  1. 01

    Create the automation. In ConvoHut, open Automations, then Create Automation. Name it and tick the markets you message.

  2. 02

    Choose the trigger. Pick New Sheet Row. Choose the spreadsheet and tab, and map Phone (required) plus Name.

  3. 03

    Add the first message. Add a Send Message node with your approved template. Map each variable to a column.

  4. 04

    Wait for a reply. Add Wait for Reply. On Reply, add Notify Me so your team picks it up in the inbox.

  5. 05

    Handle no reply. On Timeout, end the flow. One message is enough here.

  6. 06

    Pass compliance and activate. ConvoHut checks consent rules and the opt-out for each market you picked. Then click Activate Now, and test with your own number first.

SHEET TRIGGERNew Sheet Row
SEND MESSAGEreminder_v1
WAIT FOR REPLYTimeout: 1d
On Reply
NOTIFY MENotify the team
On Timeout
ENDEnd flow

GET IT RIGHT

5. Measure and avoid.

What to measure

  • Confirm rate
  • Reschedules
  • No-show rate

Mistakes to avoid

  • Health details in reminders
  • Sending at night
  • Reminding for already-cancelled bookings

FAQ

Questions.

Do I need to change how my tools work?

No. Keep using your form, booking or accounting tool. You only need it to add a row to a Google Sheet for each new record, which most tools can do directly or through Zapier or Make.

What if a row has no phone number, or a bad one?

ConvoHut needs a phone number with the country code. Rows without one are skipped, so validate the phone field in your form or export.

Will editing an old row send another message?

A new row starts the journey. Turn on Fast Edit Detection if you want edits to phone, name or email to update the existing contact within seconds.

Is this marketing or utility?

For this recipe we suggest utility. Meta decides the category when it reviews your template. Marketing needs marketing consent and an opt-out.

MORE

Related recipes.

Booking confirmationConfirm the booking → wait for reply → notify reception on changesOpen →Missed appointment follow-upCheck in kindly → offer to rebook → notify receptionOpen →

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