Notification and Reminder Management in Book24Seven | Automate Client Alerts and Reduce No-Shows

If you need to manage notifications and reminders in an online booking system, Book24Seven makes it simple to automate customer communication. You can send confirmation messages, appointment reminders, and follow-ups to keep both customers and staff informed—reducing missed bookings and improving your service reliability.

Why Appointment Notifications and Reminders Matter

Common Use Cases for Notifications and Reminders

• Pre-appointment reminders – Notify clients minutes or hours before their session
• Post-appointment follow-ups – Send thank-you emails or collect feedback
• Staff alerts – Notify team members about upcoming appointments

How to Set Up Notification and Reminder Management in Book24Seven

Reminders are created using the Workflows Menu in Book24Seven.

Example: Send an Email Reminder 10 Minutes Before the Appointment

Step-by-Step:

1. Go to Book24Seven > Workflows.
2. Click “Create new workflow”.
3. Name your workflow (e.g., “10-Min Email Reminder”).
4. Select the trigger: Booking Starts.
5. Choose the action: Send Email (or SMS, if preferred).
6. Click Create.

Configuring Trigger Timing for Notifications

1. Inside the workflow, edit the Booking Starts trigger.
2. Set 10 minutes BEFORE the appointment.
   • You can also choose AFTER the booking starts for post-check-in alerts.
3. Filters are available:
   • Service
   • Staff
   • Location
   • Booking Source (admin panel or customer)

Creating and Customizing Reminder Notifications

1. Go to the Action tab of the workflow.
2. Customize the email or SMS message:
   • Use dynamic keywords like {customer_name}, {appointment_time}, etc.
   • Include rescheduling links or business contact info
3. Click Save & Test to preview the email (note: test mode won’t convert dynamic keywords)

Setting Post-Appointment (Follow-up) Reminders

Want to follow up after the booking ends?

1. Use “Booking Ends” as the workflow trigger.
2. Set timing to AFTER (e.g., 15 minutes later).
3. Send:
   • Feedback requests
   • “Thank You” messages
   • Rating & Review prompts (if using the Reviews add-on)

Notify Both Customers and Staff Automatically

Book24Seven reminder workflows can send notifications to:

• The customer
• The assigned staff member
• Custom recipients (admin, front desk, team leads)

This ensures everyone stays informed and ready—reducing scheduling friction and confusion.

Summary: Automate Appointment Notifications for Better Client Experience

With Book24Seven’s notification and reminder management in an online booking system, you can:

• Automatically notify clients before their appointments
• Remind staff of their upcoming schedules
• Send follow-ups after appointments to strengthen client relationships
• Customize message timing, delivery method, and recipient
• Prevent costly no-shows and keep your business running smoothly

Whether by email or SMS, automated reminders help you communicate smarter, improve reliability, and enhance your overall booking experience.