Sending Session Reminders

Learn how to send session reminders to your clients via WhatsApp or Email.

4 min

Beginner

Overview

Session reminders help reduce no-shows by notifying clients about their upcoming appointments. You can send reminders via WhatsApp or Email.

Tip

Reminders include session date, time, and your name. For online sessions, you can send the meeting link instead of a separate reminder, since that message also includes the date and time and serves as a reminder.

Where to Send Reminders From

You can send session reminders from three different places:

Home Page

From the Upcoming Sessions section

Calendar

From any session on the calendar

Sessions Page

Open a session, then send from its detail page.

All three locations open the same reminder window with identical options.

Sending from Home Page

The quickest way to send reminders:

Go to Home

Open the Home page from the sidebar.

Find "Upcoming Sessions"

Locate the session card in the upcoming list.

Click the bell icon

The reminder icon on the session card

Configure and send

Choose channel, tone, and send the reminder.

Sending from Calendar

From your calendar view:

Open Calendar

Navigate to the Calendar page.

Click on the session

Select the session you want to remind about.

Click "Send Reminder"

Opens the reminder window.

Send the reminder

Configure options and send.

Sending from Sessions Page

From the sessions list:

Go to Sessions

Open the Sessions page.

Find the session

Locate or search for the session.

Open the session

Open the session to its detail page.

Send the reminder from the detail page

The reminder action is on the session detail page; it opens the same window.

Reminder Window Options

The reminder window provides these options:

Recipient

Shows client name and session details.

Includes date and time (with timezone info if different).

Delivery Channel

Opens WhatsApp Web with ready message.

Opens Gmail with ready message.

Message Tone

Standard

Brief, professional reminder

Friendly

Warm, personal message

Customizing the Message

Before sending, you can customize the reminder:

Edit the message text - Modify the default template as needed.
Add personal notes - Include any specific instructions.
Copy message - Use "Copy Message" to paste elsewhere.

Template Customization

To permanently change the reminder message format, edit the template in Settings → Message Templates.

Timezone Handling

When client and therapist are in different timezones:

Client time shown first

The time in the client's timezone is displayed prominently.

Therapist time also shown

Your local time is shown for reference.

Clear indication

A note indicates different timezones.

Tip

The message sent to the client uses their timezone, preventing confusion about appointment times.

Language Selection

Change the message language using the flag icon:

Click the flag in the header

Switch between Turkish and English

Auto-Selection

The language is automatically set based on the client's preferred locale. You can override it if needed.

Best Practices

Time it right

Send reminders 24-48 hours before the session.

Be consistent

Send reminders for all sessions, not just some.

Include key info

Ensure date, time, and your name are in the message.

Keep it brief

Reminders should be short and to the point.