Appointment reminders and WhatsApp replies
Automize reminds both the sales person and the client about an upcoming appointment over WhatsApp, and acts on what they reply. Nobody has to open the platform to confirm a meeting.
Table of Contents
- What goes out, and when
- What the client is told
- Replies that do something
- Who a reply is attributed to
- After the appointment
- Checking reminders were delivered
- Troubleshooting
What goes out, and when
Reminders are sent automatically, without anyone scheduling them:
| When | Who is messaged |
|---|---|
| Two days before | The sales person and the client |
| One day before | The sales person and the client |
| After the appointment date | The sales person, asking for the outcome |
Cancelled appointments, and appointments already marked won or lost, are skipped.
What the client is told
The client's reminder carries the appointment date, time and address exactly as they appear on the card. If the card has no time, the reminder falls back to 09:00 – so an appointment saved without a time will tell the client nine o'clock. Always set the real time.
Replies that do something
Replies are read automatically. Case does not matter.
| Reply | What happens |
|---|---|
CONFIRM, YES, CONFIRMED | Marks the appointment confirmed for whoever replied |
CANCEL, CANCELLED | Cancels the appointment |
DEAL, WON, SALE | Records a sale |
NODEAL, NO DEAL, LOST | Records no sale |
NOSHOW, NO SHOW | Records a no-show |
RESCHEDULE, REBOOK | Signals the appointment needs moving; reply with a date next |
A date, e.g. 2026-08-14 or 14/08/2026 | Moves the appointment to that date |
Anything the system does not recognise is logged and left alone – it never guesses.
Who a reply is attributed to
A reply is matched to the appointment by the phone number it came from. If the number matches the appointment owner's cell number, the reply counts as the sales person confirming; otherwise it counts as the client. When both have confirmed, the appointment shows as fully confirmed.
This is why every sales person needs their cell number on their user profile – without it, their replies are read as the client's.
After the appointment
Once the date has passed and no outcome has been recorded, the sales person is asked for one over WhatsApp. They can answer straight from the message with DEAL, NODEAL or NOSHOW rather than opening the board.
Until an outcome is recorded, the appointment stays on the Awaiting outcome list on the sales dashboard.
Checking reminders were delivered
The Reminder delivery widget on the sales dashboard shows how many messages were sent per template and how many failed. A failed send means a client was never told about their appointment, so it is worth glancing at daily.
Troubleshooting
No reminders are going out at all
Check with your administrator that the workspace has an active WhatsApp number and that its message templates have been approved. Until both are in place, sends are skipped silently.
The client got the wrong time
The appointment probably has no time set, so the reminder used the 09:00 fallback. Set the time on the card; the calendar entry and the reminder always agree.
A reply did nothing
Either the wording was not one of the recognised replies above, or the number it came from is not attached to any open appointment. Replies only act on appointments that are still open – not on cancelled, won or lost ones.