Session reminder and no-show management involves confirming upcoming appointments, verifying billing status, and contacting clients before each session. Handling this manually across calls, emails, and texts drains staff time and often produces inconsistent, late reminders.
An automated version checks schedules and account status, then sends personalized reminders across channels without manual drafting. It also tracks responses and follows up with anyone who misses a session, reducing missed appointments and freeing staff for higher-value work.
The full workflow, from trigger to completion.
Every morning, the system pulls all sessions scheduled in the next 24 to 48 hours.
The workflow checks for outstanding balances before any reminder goes out.
The Reminder writes a reminder referencing the client's coach and session details.
The reminder email sends automatically roughly 48 hours ahead of the session.
A short text confirmation request sends a few hours before the session.
For clients flagged as high no-show risk, the coordinator makes a personal confirmation call.
The No-Show Follow-up records the attendance outcome and drafts a reschedule offer for anyone who missed the session.
The reschedule offer sends automatically to any client marked as a no-show.
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