Appointment reminder software that emails your guests for you
Calenday includes appointment reminder software that sends automated emails before and after each booking. You choose when each email goes out, from minutes to 28 days before the start time, and who receives it, guest or host. Reminders help reduce no-shows and come with the Calenday Lifetime license, a one-time $99 payment.
What do Calenday automated reminders do?
Calenday automated reminders are email rules built as “when this happens, send this email.” Four triggers are available: when a booking is made, a set time before it starts, a set time after it ends and when it is canceled. Each rule emails either the guest or the host.
Four triggers
On booking, before the start time, after the meeting and on cancellation.
Up to 28 days ahead
Send a reminder minutes, hours or days before the meeting, up to 28 days in advance.
Guest or host
Each rule emails the guest or the host, so you can remind both sides.
Per event type
Apply a workflow to all your event types or limit it to specific ones.
How do you set up appointment reminder emails?
Setting up appointment reminder emails in Calenday takes three steps: open Workflows, start from a template such as the 24-hour reminder, then choose the event types it applies to. Once saved, the workflow runs automatically for every new booking, with nothing to send by hand.
- 01
Open Workflows
In the Calenday dashboard, go to Workflows and click Create a workflow, or pick a template.
- 02
Set the trigger and recipient
Choose when the email goes out, for example 24 hours before the start time, and whether it goes to the guest or the host.
- 03
Write the email and save
Edit the message with variables like guest name and start time, pick the event types it covers, then save.
What can a Calenday reminder email include?
A Calenday reminder email can include six variables: guest name, host name, event name, start time, organization name and the video meeting link. You can write one version per language, in English, French, German and Spanish, and Calenday sends the version that matches the guest’s language.
Six variables
Guest name, host name, event, start time, organization and video link fill in automatically.
One template per language
Write the email in English, French, German and Spanish; each guest gets their own language.
Ready-made templates
Start from a 24-hour reminder, a thank-you email after the meeting or a cancellation notice.
Video link included
With Zoom, Google Meet or Microsoft Teams connected, the reminder can carry the meeting link.
What do Calenday reminders not support?
Calenday reminders are sent by email only. Text message (SMS) and WhatsApp reminders are not available, so guests who rarely check email may miss them. Templates exist in four languages, and reminders are not part of the free plan; they require the $99 Lifetime license.
Email only
There are no SMS or WhatsApp reminders. Every workflow sends an email.
Four template languages
Reminder templates can be written in English, French, German and Spanish.
Not on the free plan
Workflows and reminders require the Lifetime license.
Appointment reminder questions
- Do automated reminders reduce no-show appointments?
- Calenday reminders are built to reduce no-shows by reminding guests before they are due. You can email a reminder 24 hours before each booking, add a second one an hour before, and include the video link so joining takes one click. Calenday publishes no no-show statistics, so measure the effect on your own bookings.
- Can Calenday send text message reminders?
- No. Calenday sends reminders by email only. SMS and WhatsApp reminders are not available today. If your clients rely on text messages, keep that in mind before choosing Calenday. Every email reminder can still include the meeting time, the host’s name and the video link.
- How far in advance can a reminder be sent?
- A Calenday reminder can be sent any number of minutes, hours or days before a booking, up to 28 days in advance. You can create several workflows for the same event type, for example one a week before and another 24 hours before, each with its own message.
- How much does Calenday appointment reminder software cost?
- Calenday reminders are part of the Lifetime license, which costs $99 once, with no subscription and unlimited users. The same license unlocks video links, Stripe and PayPal payments and analytics. Booking pages, calendar connections and meeting polls stay free on the free plan.
Start on the free plan. Decide later.
Unlimited bookings, no card, no countdown. If Calenday earns the $99, you will know within a week.