When someone books an appointment with you, sending reminder emails can help reduce no-shows and make sure your customers have all the information they need before the call.
In FEA Create, you can send appointment reminders directly from your calendar settings, making it quick and easy to keep your customers informed.
Step 1: Open Your Calendar Settings
Go to Bookings > Calendars.
Click Calendar Settings.
Find the calendar you'd like to update.
Click the pen icon next to the calendar.
Step 2: Open Reminder Settings
In the menu on the left, click Advanced Settings.
Select Notifications & Policies.
In the Reminders section, click the pen icon.
Step 3: Choose Who Receives Reminders
You'll see reminder options for:
Contact (your customer)
Assigned User (you)
If you don't want to receive reminder notifications yourself, simply untick the option for the assigned user.
Step 4: Set When Reminders Are Sent
Choose when you'd like reminder emails to be sent.
For example:
1 day before the appointment
1 hour before the appointment
10 minutes before the appointment
You can add multiple reminders if you'd like.
Step 5: Customise Your Reminder Email
FEA Create includes a ready-made reminder email template that you can use straight away.
You're welcome to customise the wording to suit your brand and style.
When editing the email, be careful not to remove any custom values (the information shown inside brackets). These automatically pull through important booking information, such as:
The customer's name
The appointment name
The appointment date and time
The meeting link
The option to add the appointment to their calendar
These details help ensure your customers receive everything they need before the appointment.
Step 6: Save Your Changes
Once you're happy with your reminder settings and email content, click Save Changes.
Your reminder emails will now be sent automatically based on the schedule you've chosen.
Alternative: Send Reminder Emails Using a Workflow
If you'd like more control over your appointment emails, you can use a workflow instead.
Workflows allow you to customise your confirmation and reminder emails, add tags, create additional follow-ups and build a more advanced booking experience.
Before setting up reminder emails in a workflow, we recommend turning off any reminders in your calendar settings to avoid sending duplicate emails.
Step 1: Create a Workflow
Go to Automation.
Click Create Workflow.
Click Select a Recipe.
Choose the Appointment Confirmation and Reminder recipe.
Step 2: Add Calendar Filters
Add filters to ensure the workflow only runs when appointments are booked through the calendar you want to use.
This prevents reminders from being sent for the wrong appointments.
Step 3: Set Up Your Confirmation Email
The recipe includes a confirmation email that is sent when someone books an appointment.
Update the email by:
Adding your name and email address in the From fields
Customising the subject line
Updating the email content if you'd like
Be sure to keep any custom values that automatically pull through appointment information, such as:
Contact name
Appointment time
Assigned user
Meeting location details
If you're using a custom location such as Zoom, you can use custom values to automatically insert the meeting link into your email.
Step 4: Set Up Your Reminder Emails
The recipe includes reminder emails that are sent:
24 hours before the appointment
1 hour before the appointment
You can customise the subject lines and email content to suit your business.
If you don't use SMS messaging, you can remove any SMS actions from the workflow by clicking the three dots beside the action and selecting Delete Action.
Step 5: Add a Tag (Optional)
You can add a tag to contacts when they book an appointment.
This can be useful if you'd like to create Smart Lists or easily identify contacts who have booked calls with you.
Step 6: Publish the Workflow
Once you're happy with your setup:
Click Save.
Change the workflow status to Publish.
Which Option Should I Use?
For most users, setting up reminders directly within the calendar is the quickest and easiest option.
If you'd like more flexibility, additional follow-up emails or more advanced automation, using a workflow may be a better fit.
Whichever option you choose, appointment reminders can help improve attendance, reduce missed appointments and create a smoother experience for your customers.