How to · Reminders

How to send appointment reminders on WhatsApp

Clinics, salons, service centres and consultants lose time to no-shows. A WhatsApp reminder the day before — with the customer's own time and a Reschedule button — is easy to set up in Lead Pattern.

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Short answer

Make an Excel file of upcoming appointments (phone number, name, date, time), pick an approved reminder template, upload the file in Lead Pattern Broadcasts, match each column to a template variable and schedule it — for example for the evening before. Add Confirm / Reschedule buttons so customers answer in one tap.

Broadcast from a file (Help Center)

Step by step

How to do it in Lead Pattern

Get a reminder template approved

Create a template like “Hi {{customer_name}}, a reminder of your appointment on {{appointment_date}} at {{appointment_time}}.” Add quick-reply buttons “Yes, I'll come” and “Reschedule”. Copy wording from our appointment templates.

Export the appointment list

From your booking register or software, make an .xlsx with one row per appointment: phone number with country code, name, date, time.

Broadcast from the file

In Broadcasts, upload the file and match each column to its template variable — every customer gets their own date and time.

Schedule it

Click Schedule and pick when it should go out, for example 6 pm the day before. It runs on Lead Pattern's server, so your computer can stay off.

Handle the answers

Replies and button taps come into the team inbox. A bot can pick up “Reschedule” taps and assign the chat to your front desk.

Let customers book in WhatsApp too

The appointment booking bot design lets a customer pick a service, date and time in a WhatsApp Flow form inside the chat, confirms the booking and tags the chat so your team sees it. WhatsApp Flows are on the Growth and Enterprise plans.

Good to know

Scheduling (the campaign scheduler) is on the Growth and Enterprise plans. See pricing →
Up to 10,000 rows per file upload.
Fully automatic reminders from your own booking software need a developer to send templates through the Lead Pattern REST API.
Cost: a plain reminder with no offer fits Meta's utility rules — about ₹0.115 per message in India. Add a promotion and it becomes marketing (about ₹0.86). Indicative, excluding GST.

Schedule WhatsApp messages →

Start here

Appointment reminder templates

Confirmed, 1 day before, 2 hours before.

See templates →

Appointment booking bot

Book a slot in chat.

See the design →

Send bulk WhatsApp from Excel

Step-by-step guide.

Read →

Questions people ask

Can each customer get their own appointment time?+

Yes. In a broadcast from a file, each row fills the template with that customer's own date and time.

Why do appointment reminders need a template?+

If more than 24 hours have passed since the customer last messaged you, WhatsApp only allows approved template messages.

Can I send reminders automatically every day?+

Today you schedule a file broadcast for each day's list. Fully automatic reminders from your own booking software need a developer using the Lead Pattern API.

Can customers confirm or reschedule from the message?+

Yes. Add quick-reply buttons like “Yes, I'll come” and “Reschedule” to the template. Taps come into your inbox, and a bot can route them.

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How to send appointment reminders on WhatsApp

How to do it in Lead Pattern

Get a reminder template approved

Export the appointment list

Broadcast from the file

Schedule it

Handle the answers

Let customers book in WhatsApp too

Good to know

Appointment reminder templates

Appointment booking bot

Send bulk WhatsApp from Excel

Questions people ask

Send bulk WhatsApp from Excel

Broadcast without saved numbers

Schedule a WhatsApp message

One number, many users

Add a WhatsApp button to a website

Set up WhatsApp auto-reply

Try it on your own number — free for 14 days.