Appointment reminder software for small business

You know the feeling. You’ve just spent valuable time confirming an appointment with a client, only to have a no-show. Worse yet, they didn’t even cancel, leaving you with an open slot that could have gone to another paying customer.

Maybe they just forgot, or perhaps they lost interest. Either way, it doesn’t make things any less frustrating. And, let’s face it, this is no way to run a business. It’s hard enough to stay on top of everything, let alone deal with the logistical nightmare of missed appointments.
Fortunately, there’s an easy fix: appointment reminder software for small business to help you make easy work of scheduling appointments and eliminating no-shows (hopefully forever).

What is appointment reminder software?

Appointment reminder software reduces the possibility of no-shows and late cancellations by sending automated SMS/email/voice reminders to your clients, all while reducing your administrative costs and increasing engagement.
Besides asking for confirmation, an automated reminder can invite customers to ask questions about pricing, duration, or what to bring. Additionally, it offers clients the option to reschedule or cancel appointments if needed.
Reminder software isn’t just for appointments, either! You can also use it to notify clients about upcoming tasks, events, payments, and more.
Essentially, with the right appointment reminder and scheduler, you can:

  • Reduce no-shows with automatic appointment reminders and confirmations
  • Get real-time updates on changes to appointments
  • Get paid on time with automatic payment reminders
  • Streamline and automate the appointment scheduling process

Ready to automate your appointment reminders? vcita is a powerful appointment reminder and scheduler software for small businesses, built into a CRM application suite designed to streamline and manage all your customer interactions. Easily allow your clients to schedule appointments, accept payments, and, when the time comes, send automatic reminders — all from one unified platform.
Save hours of admin time every week, and make sure your customers turn up. Every. Single. Time. Get started with a free 14-day trial, or book a personal demo with a vcita expert today.

The no-show problem: how to deal with it

The dreaded appointment no-show is an unfortunate fact of life for small service businesses, be it medical practices or beauty salons. Sure, you can argue that missed appointments are just a part of the sales process. And you’d be right. Sort of. But if they’re a regular occurrence, you’ve got a problem. Besides, knowing that it’s inevitable doesn’t make it any less painful when a great prospect has you jumping through hurdles, only to go with someone else or not show up at all. Fortunately, there are multiple ways to make your business more no-show-proof.

Here are four of our favorite tips for cutting down on lost appointments:

Invest in the relationship

Reducing no-shows starts with building a strong, loyal relationship with your customers. The more popular you are among your customers, the less likely they are to bail out on you.

A quick way to build relationships fast is by providing value. Remember: it’s not about pitching your product; it’s about giving your customers something that puts them one step closer to solving their problems. Depending on your business, this may be anything from a fitness guide to a discount on your brand-new program.

Ask for commitment

According to Robert Cialdini, a Regents’ Professor Emeritus of Psychology and Marketing at Arizona State University, people are more likely to follow through when they verbally commit. It’s harder to back out of a public commitment. So the next time you confirm an appointment with a client, don’t say, “Feel free to call us if you have to change your plans.” Instead, try asking, “Would you mind calling us if you have to change your plans?” and wait for them to respond, “Yes.”

Show Appreciation

A simple “thank you” goes a long way. Make a point of thanking customers who keep their appointments and show up on time. This is one of the best (and simplest) things you can do to build customer loyalty and prevent future no-shows.

Check In Again

A day or two before an appointment, confirm with your client that everything is still on track. A reminder email or text can be a great way to check in, weeks or months after your last interaction. This is your last chance to solidify the appointment, so make sure you clearly communicate the date, time, and location, as well as address any other questions your client might have about their session.
Here’s the thing, though. Even if you’re doing a great job staying on top of your business communications (which we’re sure you are), there’s still a chance that you’ll forget to follow up with someone — especially if you have a lot of clients. And, if you’re a busy small business owner, chances are you don’t even have time to make these calls. Fortunately, there’s an easy solution to this problem.

Say goodbye to no shows

Scheduling a meeting is only half the battle; making sure clients show up on time is the other half. Keep clients in check with vcita, our powerful online appointment reminder app that can help your small business drastically minimize no shows and cut down on last-minute cancellations.
Explore multi-channel automated appointment reminders via email and text message, along with numerous customization options to help you tailor the reminder messages to match both your company schedule, your brand, and your industry.
Sign up for vcita and get immediate access to:

  • Fully automatic and customized reminders
  • Hands-off, automatic appointment rescheduling
  • Real-time (live) follow-ups that translate into repeat business
  • More professional and consistent communications with customers
  • Upfront self-serviced payment for all bookings
  • Hands-off, automatic appointment rescheduling

Spend less time tracking appointment notifications and more time doing what you do best. vcita also comes bundled with all the tools you’ll need to run and grow every aspect of your business, including billing, scheduling, client management, marketing, and more.

Automated vs. manual reminders

If you’re on the fence about whether to use manual or automated reminders; consider this a push in the right direction — here’s why automatic is simply better

Automated reminders are more convenient

Appointment reminder softwares automatically send reminders at the time you schedule them. Since this is all done automatically, you don’t have to devote time to sending them yourself, allowing you and your staff to deal with more important matters.

Automated reminders are more cost-effective

While the initial investment in using appointment reminder software for your small business may be higher than the cost of sending out manual reminders, the long-term money savings are substantial. You’ll see a nice drop in no-shows, and you won’t have to hire extra admin staff — both of which will provide a significant amount of relief for your bottom line.

Automated reminders are more reliable

Once you’ve set up your reminders, you can be sure that they will always go out on time, every time. There’s no risk of forgetting to send a reminder, or of having your reminders get lost in the shuffle.

Automated reminders are more customizable

The best appointment reminder software for small businesses allows you to customize the content of your reminders as well as the time and frequency of their delivery. Plus, you get to choose who receives reminders, e.g., people who have opted in for reminders, or have shown interest in certain services.

Automated reminders are more professional

Rounding off this list is the simple fact that automated reminders can make your team look like true professionals. It shows your clients that you’re efficient, organized, and, most importantly, value their time.

Want to learn more about how vcita can help you streamline your business?

Book a one-on-one demo with our sales teams–they’ve got you and your questions covered with intuitive solutions.

Explore vcita’s appointment reminder software for small businesses

Say goodbye to missed appointments and hello to a fully booked schedule. vcita is a data-driven, automated appointment reminder and scheduling software for small businesses, packed with powerful features for keeping your clients in the loop (so that you don’t have to).
Better yet, our appointment reminder software syncs seamlessly with your existing personal calendar. There’s no need to install new software or make any drastic changes. Simply create an account and start sending automatic appointment reminders in minutes. vcita also integrates with most third-party platforms in your online booking process, such as Zoom, Facebook, and Reserve by Google, allowing you to optimize communication by setting up reminders and confirming appointments the way your clients prefer.
Additionally, healthcare providers will be pleased to learn that vcita’s service and security mechanisms, including appointment reminders, conform to HIPAA privacy regulations concerning electronic Patient Health Information (ePHI). In other words, all patient and user data is always secure and protected with vcita.
So stop playing phone tag with clients, and save time and money with vcita, a single all-in-one CRM solution that connects your customers to everything they need from your business. Get started for free and see what our powerful appointment reminder software can do for your small business today.

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