Top 5 Appointment Reminder Software Systems (as of 2024)

Reduces no-show appointments: Appointment reminder software reduces no-shows by automatically sending appointment reminders to your clients before their appointments. Be prepared for hardly any last-minute empty slots because your clients get automatic texts and emails with information about their upcoming appointments. This means fewer people forget to come in and they show up on time.

Helps fill empty slots: Text reminders are very effective in helping you fill empty slots because clients can quickly reply to reminders if they need to cancel or reschedule their appointments, giving you ample warning to fill the slot with another client. No more time wasted waiting for clients who don't show up.

Saves you time: Appointment reminder software saves you time in a couple ways. First, reminders automatically get sent so you don’t have to spend hours calling your clients to confirm their upcoming appointments. Second, appointment reminder software doesn't require you to allow clients to book their own appointments on your calendar, but it often has that as an optional feature. This helps you avoid spending time going back and forth to find a time that works for you and your client. Lastly, appointment reminder software automatically allows your clients to conveniently confirm, reschedule, or cancel their appointments by replying to a text or clicking a button in an email.

Increases revenue: With fewer no-shows thanks to timely reminders, more appointments are kept, directly increasing your earnings. Appointment reminder software increases your revenue by ensuring every slot has the best chance of being filled when more clients show up as scheduled.

Makes clients happy: People get busy and often forget their scheduled appointments. A simple text message appointment reminder can make a big difference by reminding clients that their appointment is coming up. Clients appreciate getting these reminders, and they’ll love you for sending them.

Multi-Channel Appointment Reminders: Choose appointment reminder software that can send reminders through both text message and email. This flexibility ensures that you can reach your clients through their preferred communication channels, increasing the likelihood that they will see the reminders and remember their appointments. Most people who use appointment reminder software send reminders via text message, but email is also an option.

Customizable Appointment Reminders: The ability to personalize reminder messages allows you to reflect your business's unique tone and branding in every message. Customizing appointment reminder messages also allows you to include important appointment details—like time, location, and what to bring or prepare for. This ensures your clients not only remember to show up but also arrive on time and well-prepared.

Custom Reminder Timing: A great appointment reminder software allows you to set when reminders are sent out. By customizing the timing of reminders, you can prompt clients to confirm or reschedule their appointments in advance so you have enough time to fill any openings in your schedule. Being able to adjust the reminder schedule is a critical feature that can make or break your ability to fill slots when clients cancel appointments.

Client Records: Having a customer database is important for saving your customers' contact details and past appointments. This feature makes it easy to find and update customer information quickly since all the important information is in one place.

Client Self-Booking: Some appointment reminder software allows your customers to choose an available timeslot on your calendar. This feature cuts down on your time spent scheduling and gives your customers the freedom to book when it suits them best.

2-Way Text and Email Messaging: Whether your clients need to reschedule, ask a question, or just confirm their appointment, 2-way messaging lets them reply directly to your reminders without giving out your personal phone number.

Mass Texting: Need to send a holiday greeting or a special promotion to all your customers or a large group of them? Mass texting allows you to reach more people at once by sending a text blast or email blast. It's perfect for announcements that you want to share widely and quickly.

Payment Processing: Do you charge for appointments, or take deposits? Appointment reminder software with payment processing allows your clients to pay a deposit or pay for a service in advance. You can also send automated reminders to customers with unpaid invoices, reducing the hassle of chasing down payments.

Automated Review Generation to Get More Online Reviews: After an appointment, the software automatically asks your customers for feedback and prompts satisfied customers to give you a review. The more reviews you have, the higher you’ll be in search results, and you’ll attract more customers. Gathering reviews automatically also helps you understand what you're doing well and where you might improve.

Identify Your Needs: Start by thinking about the problems that you have in your business related to scheduling and customer communication. Do you deal with frequent no-shows? Do you have trouble remembering to send client reminders? Is managing multiple staff and locations overwhelming? Do you waste a lot of time emailing back and forth about scheduling? Recognizing your main needs will help narrow down your choices.

Evaluate Ease of Use: Pick appointment reminder software that is user-friendly and easy to navigate for both you and your staff. A simple, intuitive interface with no training and complex setup needed will prevent frustration and save time.

Look into Quality of Customer Support: Make sure the software product has an excellent reputation for customer support. It’s not a good feeling after you get all set up in a system and then realize that their customer support takes forever to get back to you and is not willing to get on a phone call to help you sort out a problem.

Assess Customization Abilities: The ability to customize appointment reminder software to meet your needs is key. Look for flexibility in setting reminder timings, and what details to include in messages to ensure it fits what your business needs.

Consider Scalability: Choose appointment reminder software that can grow with your business. It should be capable of handling an increasing number of appointments and clients as your business expands without compromising performance. Note: Beware of products offering unlimited appointments, because often they have hidden fees for reminders or text message credits.

A Word About Calendars: Many calendar systems claim to be appointment reminder software, but often they don’t have the text messaging capabilities necessary to really do the job of appointment reminder software. Fully test out the texting features (including replying to texts) when you first try out a platform.