Appointment reminders

Appointment reminders help reduce no-shows by notifying customers before their appointment. CalGest sends reminders automatically based on your configuration.

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How reminders work

When an appointment is created or confirmed, CalGest schedules reminder notifications based on the timing offsets you’ve configured. For example, if you set up a 24-hour and 1-hour reminder, the customer receives two messages before their appointment.

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Configuring reminder timing

Go to Settings > Notifications and find the Appointment Reminder section. You can add multiple reminder offsets:

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When reminders are cancelled

Reminders are automatically cancelled when:

• The appointment is cancelled
• The appointment is rescheduled (new reminders are created for the new time)

This ensures customers never receive reminders for appointments that no longer exist or have moved.

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Reminder channels

Customer reminders follow the SMS and email channels enabled for the Appointment Reminder event type. A new business sends them by SMS, one day before the appointment; you can add email or switch to it. Customers without a phone number get no SMS reminder unless email is on too. On a paid plan, reminder SMS to Portuguese numbers come out of the included allowance, 150 SMS a month for the first person who takes bookings and 100 for each more, counted in SMS parts; see Included appointment SMS. Assigned team members who sign in receive a separate in-app and push reminder 15 minutes before non-pending appointments.

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Quiet hours

Quiet hours apply to customer reminder SMS and email. They are enabled by default from 21:00 to 09:00 in the organization’s timezone and can be changed in Settings > Notifications. When a configured reminder falls inside quiet hours, CalGest moves it to the nearest valid time before the appointment. If several offsets move to the same time, only one message is scheduled. If no valid time remains before the appointment, that reminder is skipped.