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Appointment Reminder Texts · Fitness, Wellness & Salons

Text every client a reminder the day before, with a reschedule link

Each Calendly booking gets a text 24 hours before, in the client's time zone, with your arrival note and reschedule link. Canceled bookings are skipped.

Coming soon — waiting for Calendly and Twilio approval $79 one-time · never renewsIncluded in Enterprise
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Can't be bought yet: waiting for Calendly and Twilio approval. It opens for purchase on its own once approved.

  • Starts from an event in a connected app
  • 2 AI steps
  • About 15 min to set up

Sound familiar?

The job, before and after this agent.

What it feels like today

  • “Clients forget appointments and we lose the slot.”
  • “Texting reminders by hand every evening takes time we don't have.”
  • “People who need to reschedule just don't show up instead.”

What you get with the agent

  • A reminder text 24 hours before each booking, or at your chosen time, in the client's time zone
  • The booking re-checked at reminder time so canceled ones are skipped
  • Your arrival note, the reschedule link and “Reply STOP to opt out” in every text
  • Sent from your own Twilio number

Before

The front desk scrolls tomorrow's bookings each evening and sends reminders one by one, when they remember.

After

Every booking gets its reminder at the right time, and clients who can't make it use the reschedule link instead of not turning up.

How it works

The whole workflow, step by step.

Each new Calendly booking starts the agent. AI checks it's an event you send reminders for and works out the reminder time, 24 hours before the start by default. The run waits until then and reads the booking again from Calendly, so canceled bookings are skipped. Everyone with a mobile number (and SMS consent, if you ask for it) gets a short text from your Twilio number with the date and time in their time zone, your arrival note, the reschedule link and “Reply STOP to opt out”. It needs a mobile-number question on your Calendly event. Bookings more than 30 days out get no reminder. It's for non-clinical appointments only.

  1. TriggerNew booking in Calendly
  2. AI stepWork out when to remind
  3. LogicRemind this booking?
    • No reminder:No reminder
    • Remind:Wait until reminder time
  4. OutputNo reminder
  5. LogicWait until reminder time
  6. App callRe-check the booking
  7. AI stepWrite the reminder text
  8. LogicText them?
    • Don't text:Not texted
    • Text:Text the reminder
  9. OutputNot texted
  10. App callText the reminder
  11. OutputReminder sent

This is the workflow that opens in your workspace when you set the agent up. Every step can be edited.

  1. Step 1New booking in CalendlyStarts a run when someone books one of your Calendly events (checked every few minutes; works on every Calendly plan).
  2. Step 2Work out when to remindAI checks the booking is one you send reminders for and works out the reminder time: 24 hours before the start (or your setting). Bookings starting in under 2 hours or more than 30 days out get no reminder.
  3. Step 3Remind this booking?Bookings you don't remind, bookings starting soon and bookings more than 30 days out are skipped; the rest wait until reminder time.
  4. Step 4No reminderThe run history keeps the booking and why no reminder was scheduled.
  5. Step 5Wait until reminder timeHolds the run until the reminder time (24 hours before the start by default). Dry Run doesn't wait.
  6. Step 6Re-check the bookingReads the booking again from Calendly at reminder time: whether it's still active, the invitee's name, time zone, mobile number and reschedule link.
  7. Step 7Write the reminder textAI skips canceled bookings and invitees without a mobile number (or without SMS consent, if you ask for it), then writes a short reminder with the local date and time, your arrival note and the reschedule link.
  8. Step 8Text them?Canceled bookings and invitees without a usable mobile number (or consent) get no text.
  9. Step 9Not textedThe run history keeps why no reminder was sent (canceled, no number, no consent).
  10. Step 10Text the reminderSends the reminder from your Twilio number. Twilio blocks texts to numbers that have replied STOP.
  11. Step 11Reminder sentThe run history keeps the text and Twilio's message ID.

Example run

What goes in, and what comes out.

Example with fictional data

Comes in

A fictional colour appointment booked in Calendly for October 20 at 10am Pacific, with the client's mobile number.

The agent produces

On October 19 at 10am the booking is re-checked, then a text goes out: your appointment is tomorrow at 10:00 AM at 214 Elm St, please arrive 10 minutes early, reschedule link, Reply STOP to opt out.

What you need

Everything it takes to run it.

About 15 minutes from purchase to live. A checklist above the canvas takes you through each step.

Plan

Included in Enterprise; on other paid plans it's $79 once. Agents run live on paid plans, from Basic ($39/mo).

Your AI key

Connect any of 14 AI providers on your own key. Your provider bills usage directly, at cost; we add no markup.

Apps

Checklist

  • A paid plan (agents run live on paid plans; the wait also needs the Wait step enabled on your workspace).
  • An AI provider key (Settings → AI Providers).
  • Calendly, with a required mobile-number question on your event, and Twilio with an SMS-enabled number.
  • Texting consent and US A2P 10DLC registration, which are your responsibility.

Setup, about 15 minutes

  1. Connect your AI provider. The AI steps run on your own key (OpenAI, Anthropic, Google and more). Add one in Settings → AI Providers.
  2. Connect Calendly. Connect the Calendly account people book with (Settings → Integrations → Calendly).
  3. Connect Twilio. Connect your Twilio account (Account SID + Auth Token or API key) in Settings → Integrations → Twilio.
  4. Pick your Calendly account and events. Open the trigger and “Re-check the booking”, pick your Calendly account in each, then open “Work out when to remind” and name the events that get reminders.
  5. Add your business details and Twilio number. Open “Write the reminder text” and replace the placeholder with your business details, then open “Text the reminder” and pick your Twilio account and number.
  6. Test it with Dry Run. Press Dry Run: the agent runs on sample data with no messages sent and nothing written to your apps.
  7. Switch the trigger on. Open the trigger and press “Activate app trigger”: from then on each new booking gets a reminder text.

Is it a fit?

Who it's for, and what it won't do.

Built for

  • Hair salons and barbershops
  • Spas, nail and beauty studios
  • Personal trainers and fitness studios booking through Calendly

What it doesn't do

  • Bookings made more than 30 days ahead, or less than 2 hours ahead, get no reminder.
  • It's for non-clinical appointments only (salons, spas, studios), not medical or therapy visits.
  • It reads the first invitee only, so group events aren't supported.
  • It doesn't handle replies or rescheduling: the reschedule link sends them to Calendly, and Twilio handles STOP opt-outs.
  • Coming soon until Calendly and Twilio are approved.

We list the limits up front so you can decide before you buy.

Price

$79 one-time

Per workspace. It never renews.

Coming soon — waiting for Calendly and Twilio approval
  • Included at no extra cost on Enterprise.
  • Buying and running it live need a paid plan, from Basic ($39/mo).
  • Dry Run costs nothing: simulated AI and app calls, nothing sent.
  • AI usage is billed by your own provider, at cost. No AI credits to buy from us.
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One-time agent purchases aren't covered by the 30-day money-back guarantee. Refund policy

FAQ

Questions about Appointment Reminder Texts.

Which apps does it need?

Calendly and Twilio. The agent's page shows whether each app is ready to connect.

Can I use it for medical or therapy appointments?

No. It's for non-clinical bookings such as salons, spas and studios. Texts and run history aren't covered by a healthcare data agreement.

What are the limits?

It needs a required mobile-number question on your Calendly event. Bookings made more than 30 days or less than 2 hours ahead get no reminder, group events aren't supported, and texting consent and US A2P 10DLC registration are your responsibility.

What does it take, and is it worth it?

About 15 minutes of setup. It's a one-time purchase that never renews that replaces the evening reminder routine. Live runs need a paid plan with the Wait step enabled and your own AI key; Dry Run is free.

Where does the phone number come from?

From a mobile-number question on your Calendly event (or Calendly's own text-reminder number). Make the question required. Bookings without a usable number are skipped.

What if they cancel or reschedule?

At reminder time the agent reads the booking again from Calendly and skips canceled bookings. A rescheduled booking counts as a new booking and gets its own reminder.

Is this a subscription?

No. Appointment Reminder Texts is a one-time purchase of $79 per workspace and never renews. The Enterprise plan includes it at no extra cost. Running it live needs a paid plan (from Basic ($39/mo)), and your AI provider bills you directly for usage.

Can I test it before it touches real data?

Yes. Once it's set up in your workspace, Dry Run plays every step on sample data with simulated AI and app calls: nothing is sent and nothing in your apps changes. Switch the trigger on only when you're happy.

Appointment Reminder Texts is almost ready.

Can't be bought yet: waiting for Calendly and Twilio approval. It opens for purchase on its own once approved. Create a free account now and you'll find it on your Agents page.

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