On bookingUtility
appt_confirm_v1Booked, {{first_name}}: {{service}} with {{staff}} on {{date}} at {{time}}, {{location}}.
SUPPORT USE CASE
Fewer no-shows, fuller diaries.
Confirm bookings and remind customers before appointments, with an easy way to confirm or reschedule by reply.
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9:41
Today
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Booked, Sarah: initial consult with Dr Lee on Mon 12 Oct at 9:30 am, 12 Bay St, Brighton.
10:02 amR, can I do Friday?
10:14 am ✓✓Friday 11am is free with Anna. Shall I move it?
10:15 amMessage
Bookings export · Tomorrow
Illustrative example. Names and details are made up.
FOR CLINICS AND PRACTICES
Fewer empty chairs, less phoning around.
Reminders go out from your booking export, and replies to confirm or reschedule arrive in one inbox.
- Team
- Support
- Starts from
- Google Sheets · Zapier · Contact import
- Goal
- Fewer no-shows, and cancellations early enough to rebook.
- Meta category
- Utility
IN PRACTICE
No-shows cost time you can’t resell. A reminder the day before with one-tap confirm or reschedule, sent from your business number, catches most of them, and cancellations arrive early enough to fill the slot.
THE JOURNEY
How it runs.
- Starts when
- Your booking system’s export or Zapier connection adds tomorrow’s appointments to a sheet.
- Stops when
- Appointment attended, cancelled, or opt-out.
- Confirm When booked: confirmation with time, place and staff.
- Remind 24 hours before, asking them to confirm or reschedule.
- Route Reschedule and cancellation replies alert reception.
- Same day Optional short reminder two hours before.
SHEET TRIGGERNew Sheet Row
SEND MESSAGEappt_reminder_v1
WAIT FOR REPLYTimeout: 12 hours
CONDITIONReply is “Reschedule”
NOTIFY MEReschedule
END FLOWEnd Flow
Styled like ConvoHut’s flow builder. Every node is editable.
THE FULL PLAYBOOK
Everything you need to launch it.
The exact messages, the sheet, the build and the rules.
Day before (due list)Utility
appt_reminder_v1Reminder: {{service}} with {{staff}} tomorrow at {{time}}, {{location}}.
ConfirmReschedule
Template names and wording are examples. Write in your own voice and submit templates to Meta for approval; Meta confirms the category.
Appointment confirmations and reminders · example sheet
| A | B | C | D | E | F | G | |
|---|---|---|---|---|---|---|---|
| 1 | first_name | phone | service | staff | date | time | location |
| 2 | Jack | +61 4•• ••• | Physio | Anna | Tue | 9:30am | 22 Bay Rd |
| 3 | Mei | +61 4•• ••• | Check-up | Dr Lee | Tue | 11:00am | 22 Bay Rd |
| 4 | Tom | +61 4•• ••• | Massage | Sam | Tue | 4:00pm | 22 Bay Rd |
Only the phone column is required. The highlighted row is the newest: adding it starts the journey. Example data only.
- TriggerNew Sheet Row
Your booking system exports tomorrow’s appointments each afternoon.
- Send Messageappt_reminder_v1
- Wait for ReplyTimeout: 12 hours
- ConditionReply is “Reschedule”
- Notify MeReschedule
Reception calls or messages with new times.
- End Flow
On reply
Reschedule replies alert reception; confirmations need no action.
On timeout
No reply: the appointment stands.
On opt-out
The contact leaves the journey straight away and is excluded from future marketing messages.
Mistakes to avoid
- Health or treatment details in the message.
- Reminding only by SMS without a way to reply.
- Making people call to reschedule.
The moment
Tomorrow’s diary is full, and two people will forget.
Missed appointments cost time you can’t sell twice. Reminder calls take hours, and SMS can’t easily handle a reply.
Data you need
- First name
- WhatsApp number
- Appointment date and time
- Service
- Staff member
- Location
Measure
- Reminders sent
- Confirmations
- Reschedules handled
- No-show rate (from your booking system)
Good practice
- Remind 24 hours ahead.
- Make rescheduling easy; it beats a no-show.
- Keep health details out of messages.
Works for
Free PDF- Clinics and allied health
- Salons and beauty
- Automotive service
- Tutoring and lessons
Appointment confirmations and reminders playbook
Journey, sample messages, setup checklist and metrics.
Download ↓FAQ
Questions.
Can patients confirm by replying?
Yes. Replies land in your inbox, and your team updates the booking in your system.
Is this suitable for health practices?
Keep messages to the time, place and practitioner. Avoid clinical details and check your professional obligations.
Who owns the number and the data?
You do. ConvoHut connects to your own WhatsApp Business Account, and Meta bills messages to you with no ConvoHut markup.
RELATED
Often used together.
Support
No-show and cancellation recovery
When someone misses or cancels an appointment, send a kind message offering a new time, before they drift away.
Google Sheets · ZapierSee the journey →SalesConsultation and demo bookings
Invite leads to book a consultation, confirm it instantly and remind them before the meeting, all on WhatsApp.
Google Sheets · ZapierSee the journey →SupportService due and recall reminders
Remind customers when a service, check-up or maintenance visit is due, with a link to book or a reply to arrange a time.
Google Sheets · ZapierSee the journey →IN THE APP
How this runs in ConvoHut.
A new row or form entry starts the journey, then replies decide the next step.
A journey running step by step
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