RaabtaHQ
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Front desk

Appointment reminders customers can reply to

RaabtaHQ sends reminders before every appointment on the channel the customer already uses. When someone can't make it, they say so in the same chat, the AI assistant moves the booking to a free time, and your front desk sees the slot open up straight away.

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At 14:00 Maham Ali gets a WhatsApp reminder from Bright Smile Dental that her scaling appointment with Dr. Faisal is at 4pm today.
At 14:20 the front desk books another patient, Junaid Akhtar, into the freed 4pm slot from the same calendar.

A no-show became a filled chair.

A reminder two hours before turns a no-show into a reschedule

  1. Trigger: a reminder two hours before.

    Maham gets a WhatsApp reminder that her scaling appointment with Dr. Faisal is at four this afternoon. The practice sends one the day before and another two hours before.

  2. What the AI does: it moves the booking in the chat.

    She had forgotten and can't come today. She asks for Thursday; the assistant offers two times that are free and moves her booking to the one she picks.

  3. What the team sees: the slot is free again.

    The front desk sees today's four o'clock open up with two hours' notice, and Maham on Thursday. Her pending reminders are replaced, so she never gets two.

  4. Result: the chair is filled.

    The front desk books another patient into the freed slot from the same calendar.

At 14:00 Maham Ali gets a WhatsApp reminder from Bright Smile Dental that her scaling appointment with Dr. Faisal is at 4pm today.
Maham had forgotten and can't come. She asks for Thursday; the assistant offers 11:30 or 5:00, both free, and moves her booking to Thursday at 5:00.
The front desk sees today's 4pm free again with two hours' notice, and Maham on Thursday at 5pm. Her old reminders are replaced, not doubled.
At 14:20 the front desk books another patient, Junaid Akhtar, into the freed 4pm slot from the same calendar.

How it is put together

  • Reminder rules.

    Set relative to the start time, such as 24 hours or 2 hours before. Add the rule more than once for several reminders. Each has a switch, a channel and your own wording with the customer's name, the time, the service and who they are seeing.

    Bookings

  • Four messages around each booking.

    Booking confirmed, the reminder, booking cancelled, and an after-appointment message once the visit is marked completed.

    Bookings

  • The assistant can move bookings.

    It uses the same free slots as your staff and your booking page. If you prefer, mark moving or cancelling as needing your approval first.

    AI assistant

  • Rescheduling replaces reminders.

    A moved booking gets fresh reminders for its new time instead of a second set.

    Bookings

  • A live calendar.

    Bookings and changes made by the assistant, another desk or the public page appear without a refresh, and the same person can never be booked twice for the same time.

    Bookings

Runs on: the customer's existing conversation, on the channel they already use.

  • WhatsApp: outside the 24-hour window, the reminder goes as the approved template you name on the rule.
  • Instagram and Messenger have no templates, so a reminder there only goes within 24 hours of the customer's last message.
  • Your own linked number (unofficial), website chat and email have no time limit.
  • Clinics use the clinic edition's own reminders and diary. Aesthetics clinics

About reminders

Asked by front desks

Can I send more than one reminder?

Yes. Add the reminder rule as many times as you need, each with its own timing, for example a day before and two hours before.

What happens to the reminders when a booking moves?

The pending ones are replaced with reminders for the new time, so the customer never gets a reminder for the old slot.

Can the AI move a booking without asking us?

You decide. Booking tools can be switched on or off for each assistant, and you can mark any of them as needing approval first.

Book a demo

Set up your reminders on the demo call

Bring your services and your team's hours. We'll set the reminders and show a reschedule happening in the chat.

Book a demoChat on WhatsApp

We reply in under an hour.