Reminder and rescheduling calls
A no-show is a slot you already sold once and got paid for never.
Two things reduce no-shows: telling people in writing when their appointment is, and making it trivial to move it. A confirmation sent at the moment of booking and a reminder before the day handle the first. A phone line that recognises the caller and moves the booking without anyone digging through a diary handles the second.
At a glance
| FrontivaAI | The usual arrangement | |
|---|---|---|
| Confirmation | WhatsApp with your Google Maps pin, sent immediately | Verbal, on the call |
| Reminder | Automatic before the appointment | Someone remembers, or nobody does |
| Rescheduling | Caller phones, is recognised by number, booking moved | Call back during office hours |
| Result of a reschedule | One appointment afterwards, never two | Duplicates when two people edit the diary |
| The freed slot | Back on offer immediately | Stays empty |
| Out of hours | Handled | Not handled |
Why the number matters
A returning caller is recognised from their phone number, so the agent already knows what is booked and for when. Nobody has to spell a name or find a reference, which is what makes moving an appointment by phone faster than a link.
What gets sent, and when
Two messages, both on WhatsApp because that is what gets read in India.
- A confirmation the moment the booking is made, carrying your Maps pin
- A reminder before the appointment, at the lead time you set
- Both are template messages, so they arrive reliably rather than being blocked
The slot goes back on sale
When somebody cancels or moves, the freed slot returns to what the agent offers the next caller straight away. That is the half of no-show management most systems ignore: not just fewer empty chairs, but refilling the ones that empty.
Reminders are one campaign. There are ten more
A reminder call is the simplest case of something more general: the agent calling a list your own data already defines. Indian businesses call this telecalling, and it is usually a person with a spreadsheet working through names, which is why it stops the moment anyone is busy. Each campaign below is built from a live query against your own records rather than an uploaded list, so the audience is correct on the day it runs instead of correct on the day somebody exported it.
- No-show follow-up - anyone who missed a booking and has nothing rebooked. Every vertical has this one
- Dental: recall and recare, lapsed-patient reactivation, treatment follow-up, post-procedure care, new-patient welcome
- Healthcare: review due, for patients seen four to eighteen months ago with nothing booked since; and a post-visit check-in one to three days after a consultation
- Salon: a win-back for clients with no visit in roughly two to six months and no upcoming booking
- Real estate: hot-lead follow-up across open buyer and renter leads still sitting at new, contacted or qualified
- Education: enquiry follow-up for students who enquired or took a demo and have not enrolled
Who does not get called
The audience query matters more than the script, and the exclusions matter more than either. Nobody with an upcoming booking is chased about the one they missed. Anyone marked do-not-call is filtered out in the query itself rather than in a script that might be skipped, so a business that marks somebody once does not have to remember it again. Promotional campaigns - the win-backs and reactivations, as opposed to transactional reminders about a booking that exists - carry a consent requirement in line with TRAI's rules, applied to the audience before a single number is dialled.
- Anyone with a future booking is excluded from the follow-up about a past one
- do_not_call is enforced in the audience query, not in the call script
- Promotional and transactional campaigns are separated, and the promotional ones require consent on file
- You see the eligible count before anything dials, and you choose whether to run it
What we will not tell you about it
These campaigns are built and the audiences are live, but we have not run them at scale for anyone yet, so there are no results to quote and we are not going to invent any. If somebody shows you a recovery percentage for reactivation calls in your vertical, ask them for the sample size. What we can tell you is exactly who each campaign would call from your own data, before you commit to anything - which is the number worth looking at first anyway.
Frequently asked questions
Does it stop no-shows completely?
No. It removes the two common causes - nobody knowing the time in writing, and rescheduling being inconvenient. People still forget.
Can a customer reschedule out of hours?
Yes, that is the point. The agent answers at 10 pm and moves the booking.
Will it double-book when moving an appointment?
No. The move is a single operation, so one appointment exists afterwards.
Are reminders SMS or WhatsApp?
WhatsApp, using approved template messages so they are delivered rather than filtered.
Can I choose when the reminder goes out?
Yes, the lead time is configurable per business.
Ask for a test number, or book a demo.
If this sounds familiar
- We keep missing calls - what is that costing?
- Customers ring after we close
- The line is engaged all morning
- Should I hire a receptionist?
- People book and then do not turn up
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