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Easy Free 15 minutes

How to Set Up Automated Appointment Reminders

Reduce no-shows by 50% with automatic text and email reminders.

What You'll Need

Steps

1

Check your current booking tool

Most booking tools have built-in reminders — you just need to turn them on.

  • Calendly: Has free email reminders built-in
  • Jobber/HouseCall Pro: Has text and email reminders
  • Google Calendar: Can send email reminders (basic)
  • If you don't have a booking tool, start with Calendly (free)
Tip: Text reminders get 98% open rates. Email is good, text is better.
2

Set up reminders in Calendly

Turn on the free reminder feature.

  • Log into calendly.com
  • Click on your event type
  • Go to 'Communications' or 'Notifications'
  • Turn on email reminders (24 hours and 1 hour before work great)
  • Customize the message if you want
3

Set up text reminders (if your tool supports it)

Text reminders are the most effective.

  • In Jobber/HouseCall Pro: Go to Settings → Notifications
  • Enable 'Appointment Reminders'
  • Choose when to send (24 hours + 2 hours before is ideal)
  • Add your business name to the message so they know who it's from
Tip: Include: Date, time, address, and your phone number in case they need to reschedule.
4

Write a good reminder message

Keep it short and include all the essential info.

  • Example: 'Reminder: [Your Business] appointment tomorrow at 9am. Address: [their address]. Questions? Call [your number]. See you then!'
  • Include a way to confirm or reschedule
  • Keep it under 160 characters if texting (to avoid splitting)
5

Alternative: Use Google Calendar reminders

A free backup option if you don't have a booking tool yet.

  • When adding an event, click 'Add notification'
  • Set email or SMS reminder (SMS requires setup)
  • Add the customer as a guest so they get reminders too
  • This is manual but works in a pinch

You're Done!

Your customers now get automatic reminders! No-shows will drop dramatically.

Pro Tips

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