Automated Reminders

Automate Appointment, Table, and Service Alerts on WhatsApp

Cut no-show rates by up to 80% and ensure customer punctuality. WACM's built-in Reminders module connects appointment bookings, table reservations, and consultation schedules directly with Meta-approved WhatsApp Utility templates.

Unlike generic broadcast tools, WACM pre-schedules tailored WhatsApp messages the moment an appointment is booked, populating dynamic booking data (start time, provider/table, and booking reference) and automatically pruning pending messages if an appointment is rescheduled or cancelled.

How WACM Reminders Work:

1. Define Booking Sources: Organize categories, doctors, bays, tables, or staff members (e.g., Dr. Sharma, Executive Boardroom, Table 4, or All Sources).
2. Select Approved WhatsApp Template: Select a pre-approved Meta Utility template from the Template Library or create your own with dynamic placeholders.
3. Configure Trigger Rules: Set timing offsets such as 24 hours Before event (for confirmation), 2 hours Before event (for directions), or 2 hours After event (for service reviews).
4. Map Dynamic Reservation Variables: In Step 2 of the reminder builder, map template placeholders to dynamic reservation fields:
   • Start Date: Date of booking (e.g. 2026-10-15)
   • Start Time: Start time with timezone (e.g. 14:30:00)
   • Start Date & Time: Combined datetime string
   • End Date & Time: Scheduled completion time
   • External Reference: Unique calendar ID or booking code (e.g. RES-8921)
   • Contact Name & Phone: Customer details from CRM

Rescheduling & Cancellation Safety:

Customer schedules change. When an appointment is rescheduled in WACM (via the Team Inbox Sideapp, Admin Portal, or REST API), pending unsent scheduled messages are automatically cleared and rescheduled with the new time. If an appointment is cancelled, all pending messages are purged immediately to prevent embarrassing, obsolete alerts.

AI Flowmaker & Event Integration:

Connect your reminders with visual conversational flows. WACM dispatches native triggers for reservation_created and reservation_cancelled, allowing you to trigger instant multi-channel confirmations, staff email alerts, or customer re-engagement surveys automatically.

Best Practices for WhatsApp Reminder Templates:

• Strictly Utility Category: Keep reminder copy 100% informational. Avoid promotional discount codes or sales offers in the message body so Meta approves the template as Utility (the lowest conversation rate tier).
• The Two-Touch Strategy: Schedule the first reminder 24 hours in advance to allow easy rescheduling, and a second brief reminder 1–2 hours before arrival with directions or entry instructions.
• Quick-Reply Action Buttons: Include buttons like "Confirm Attendance", "Need Directions", or "Reschedule" to automate customer responses directly in your WhatsApp inbox.