Appointment Reminder & Prep Agent

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Step 1 — Connect

Calendar Sync

The agent connects to your booking system or calendar — Google Calendar, Calendly, Acuity, or any system with an API. It watches for new, updated, and cancelled appointments in real-time. Every booking is tracked with client details, service type, and appointment metadata.

Syncing: Google Calendar API (polling every 60s)
Tracked: client_name, service, datetime, location, prep_notes, status

⏰

Step 2 — Schedule

Smart Reminder Scheduling

Based on the appointment type and lead time, the agent calculates the optimal reminder sequence. High-value appointments get extra touchpoints. Same-day bookings skip the 48-hour reminder and go straight to the 2-hour notice.

48 Hours Before First reminder — confirm, reschedule, or cancel options

24 Hours Before Second reminder with prep instructions and directions

2 Hours Before Final heads-up with parking info and what to bring

✉️

Step 3 — Personalize

Personalized Message Generation

Each reminder is personalized with the client's name, service details, specific prep instructions for their appointment type, and directions to your location. AI tailors the tone and content based on whether it's a first visit or returning client.

"Hi Sarah! Just a reminder about your Hydrafacial tomorrow at 2:00 PM
at Glow Med Spa (123 Main St, Suite 200).

Prep: Please arrive with a clean face — no makeup or heavy moisturizers.
Avoid retinol products for 48 hours before your appointment.

Can you make it? Reply CONFIRM, RESCHEDULE, or CANCEL"

✅

Step 4 — Confirm

Confirmation Request

Every reminder includes clear action buttons or reply keywords. The client can confirm, request to reschedule, or cancel — all handled instantly by the agent with zero staff involvement.

✅ Confirm Logs confirmation, sends "See you then!" reply, marks appointment confirmed

📅 Reschedule Pulls 3 available slots matching their preferences, sends options

❌ Cancel Acknowledges cancellation, opens the slot, notifies staff, offers rebooking link

🔀

Step 5 — Route

Handle Every Response

The agent handles all follow-up conversations — rescheduling negotiations, questions about prep, requests for directions. If a client asks something the agent can't handle, it escalates to staff with full context.

Client: "Can I move it to Friday afternoon instead?"
Agent: "Sure! I have these Friday slots available:
1. Friday at 1:00 PM
2. Friday at 3:30 PM
Just reply 1 or 2 and I'll rebook you!"

📍

Step 6 — Day-Of

Day-Of Prep Message

2 hours before the appointment, the agent sends a final message with everything the client needs: directions with a map link, parking instructions, what to bring, and any last-minute prep reminders specific to their service.

"See you in 2 hours, Sarah! Here's everything you need:
📍 123 Main St, Suite 200 — Google Maps link
🅿️ Free parking in the lot behind the building
👜 Bring: photo ID (first visit requirement)
⏱️ Please arrive 10 minutes early for paperwork"

💬

Step 7 — Follow Up

Post-Appointment Follow-Up

After the appointment, the agent sends a personalized follow-up — thank you message, aftercare instructions specific to the service, a review request link, and a prompt to book their next visit. Timing is customizable per service type.

Sent 2 hours after appointment:
"Thanks for coming in today, Sarah! Here are your aftercare tips
for the Hydrafacial: avoid direct sun for 24 hours, skip makeup
tonight, and drink extra water. How was your experience? [Review Link]
Ready to book your next one? [Booking Link]"

Appointment Reminder& Prep Agent

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Appointment Reminder
& Prep Agent