Automated reminders

Automated reminders are messages sent automatically to clients before a scheduled class or appointment to remind them of their booking.

They help reduce no-shows, improve attendance, and keep schedules running smoothly.

What are automated reminders and how do they work?

Automated reminders are notifications sent by a booking system without manual effort.

Here’s how they work:

• A client books a class or appointment
• The system schedules reminder messages
• Messages are sent before the session (e.g. 24 hours before)
• The client receives a reminder via email or SMS

Automated reminders are usually part of an online booking system and work together with class booking and client management systems.

Why automated reminders are important

Missed bookings are often caused by clients simply forgetting.

Automated reminders help:

• Reduce no-shows
• Improve attendance rates
• Keep schedules more predictable
• Save time on manual follow-ups

Studios that use reminders consistently see fewer missed appointments and better overall efficiency.

Example of automated reminders in action

A personal training studio sends reminders before each session.

• A client books a session
• Receives a reminder 24 hours before
• Receives another reminder 2 hours before
• Attends the session on time

This reduces the chances of forgotten bookings.

How automated reminders connect with no-shows and cancellations

Automated reminders play a key role in reducing missed bookings.

They work alongside:

• No-show policies
• Late cancellation rules
• Waitlists

While policies create rules, reminders help prevent issues before they happen.

Types of automated reminders

Different businesses use different reminder setups.

Common types include:

• Email reminders
• SMS reminders
• Multiple reminders (e.g. 24h + 2h before)
• Booking confirmations

The timing and format depend on the business and client preferences.

Benefits of automated reminders

• Fewer no-shows Clients are less likely to forget bookings.
• Better attendance Classes stay more consistent and full.
• Less manual work No need to send reminders manually.
• Improved client experience Clients feel informed and prepared.

Who uses automated reminders?

Automated reminders are used by:

• Pilates studios
• Yoga studios
• Gyms
• Dance studios
• Personal trainers
• Spin studios
• Pole dance studios
• CrossFit gyms
• Boxing gyms

Any business offering scheduled services benefits from reminders.

What to consider when setting up automated reminders

When configuring reminders, businesses should define:

• Timing (e.g. 24 hours before)
• Channels (email, SMS)
• Frequency (single or multiple reminders)
• Message content

The goal is to remind clients without overwhelming them.

Key takeaway

Automated reminders are a simple but powerful way to reduce no-shows and improve attendance.

When combined with booking systems and policies, they help keep schedules consistent and efficient.

Frequently asked questions

Automated reminders with Time2book

Time2book sends automated reminders to your clients so you can reduce no-shows and keep your schedule running smoothly.