Automating Appointments and Reminders
The back-and-forth of scheduling - "Does Tuesday work? How about Wednesday afternoon? Actually, can we push to next week?" - is one of those time sinks that feels productive but isn't. Let's fix that.
Self-Service Booking
Tools like Calendly, Cal.com, or Acuity let people book time with you directly based on your actual availability. You set your available hours, buffer time between meetings, and let them pick what works.
The basics: Connect it to your calendar so it only shows times you're actually free. Set up different meeting types (15-min call vs 1-hour consultation). Add buffer time so back-to-back meetings don't kill you.
Embed it everywhere: Put your booking link on your website, in your email signature, in automated responses to inquiries. Reduce friction to zero.
Automated Reminders
No-shows are frustrating. Automated reminders reduce them dramatically:
- Confirmation email immediately after booking
- Reminder 24 hours before
- Reminder 1 hour before (optional, for some meeting types)
- Follow-up after the meeting with next steps
Most scheduling tools handle this automatically. You set it up once and forget it.
Team Scheduling
If you have a team, round-robin scheduling assigns meetings to different people automatically. Or you can set up meeting types where the client chooses who they want to talk to.
Beyond Basic Scheduling
Once someone books, you can trigger automations: create a CRM record, send prep materials, add to your project management tool, notify the right team members. The meeting becomes the trigger for a whole workflow.
Internal Notifications
Keep your team in the loop without manual effort:
- Slack notification when a new meeting is booked
- Daily digest of tomorrow's appointments
- Alerts when important dates are approaching (contract renewals, etc.)
Need Help Setting This Up?
We can set up a scheduling system that fits your business - from simple booking pages to complex multi-person scheduling with all the automations wired up.
Tired of scheduling ping-pong? Let us set up a system that handles it for you. Reach out.