Follow-up invitation for no-show clients to schedule a new visit

Automatic notification suggesting the client book a visit if they didn’t show up.

The notification will be sent to clients who had a canceled appointment or an appointment with the status No-show, and who have no future appointments scheduled. The notification is sent after the time you select, once the status is changed to No-show and/or the visit is canceled.

It is used to increase the frequency of client visits.

Setup and editing #

1. In the main menu, go to Settings > System settings > Notifications, and open the Notification types tab.
2. In the Client section, select the Invitation of no-show clients to a visit type by clicking the notification name or the pencil icon.
   

3. On the General settings tab, select the sending conditions.
   

• When to send the notification. Choose the sending time — you can send the notification immediately after cancellation, after N hours (from 1 to 24), or after several days (from 2 to 7).
• Appointment status for sending. You can select all or one of the following:

Appointment canceled — the notification will be sent if the appointment was canceled (deleted) by the client or by a staff member/administrator.

Client didn’t show up — the notification will be sent if the visit status is changed to Client didn’t show up.

All options — the notification will be sent if the appointment was canceled or moved to Client didn’t show up status.

The system will also check whether the client has any future appointments. If they don’t, the notification will be sent according to the selected conditions.

4. Next, configure how notifications will be sent via multiple channels. For more details about sending scenarios via different channels, see the article.
   Available sending channels:

• Email
• Branded app
• SMS/chatbots

After configuring the sending scenarios, set up templates for different channels. For more details about setting up notification templates, see the article.

Templates #

1. When editing the notification on the Notification templates tab, you can specify different text for each available sending channel.
2. For the SMS template, variables are available — they will automatically be replaced with visit, service, client, or branch data. To add a variable to the template, click Add variable, then choose the one that fits the context.

After adding a variable, use a space to separate the variable from the main text and other variables.

In SMS notification templates, you can use emoji. To do this, click the emoji button and choose one from the list or add your own.

Default template with variables

Dear Client name. We regret to inform you that you missed your appointment at Company name. If you wish to reschedule, please use the following link: Online booking link.

Example:
Dear Lilit. We regret to inform you that you missed your appointment at Bobby Pin Salon. If you wish to reschedule, please use the following link: [link]

For the Email channel, template editing is not available, but you can add additional information.

To do this:

1. When setting up notification templates, go to the Additional information in email tab.
2. Write additional text, upload an image, or add a link.
3. Click Save.

For more details about setting up notification templates, see the article.

A preview is available for all notification templates — showing how the message will look when sent to a client, staff member, or administrator, taking variables into account.

Completing the setup #

1. After completing the configurations, click Save in the bottom-right corner of the page.
2. To enable the notification, return to the Notification types tab and switch the toggle to the active position. To disable the notification, switch the toggle to the inactive position. To the right of the notification name, the enabled sending channels will be displayed.