Toolkit guide
Remind customers to rebook automatically
Rebooking reminders emails each customer a link to book again, about a week before they're due. The link opens your booking page on the same service, around their due date.
Which plan
On every plan, Lite and Pro. Switch on Rebooking reminders in Toolkit first. Reminders are sent by email.
What customers see
One email per visit, about a week before they're due, with a link that opens your booking page on the same service around their due date. Every email has a link to stop reminders. Customers who have already booked again don't get one.
The email, sent for you
Due in a weekSam is due again 4 weeks after the last visit.
Your next visit is due
Time to book again
Hi Sam,
Your next Room repaint with Northside Home Services is due around Monday 2 November. Choose a time that suits you.
Your last visit
Sent by CalMov for Northside Home Services.
Home
Set it up
Step 1: Switch on Rebooking reminders
Go to Toolkit and switch on Rebooking reminders.
Switching a tool on in Toolkit and following Set it up. Recorded with example data. Step 2: Set the weeks for each service
Go to Services, find a service and open Rebooking. "Remind customers to rebook after (weeks)" is filled with your trade's usual, for example 3 for barbers or 6 for dog groomers. Change it if you need to and press Save.
Step 3: Leave out services that don't repeat
For a one-off service, tick "Don't send reminders for this service" in the same Rebooking section and press Save.
Step 4: Choose automatic or by hand
In Toolkit, under Rebooking reminders, "Send reminders automatically, a week before a customer is due" starts ticked. Reminders then send themselves between 9:00 and 18:00 in your time zone, once per visit. Untick it if you'd rather send each one yourself.
Step 5: Check Home
With automatic sending on, Home shows "Rebook reminders sent to" however many customers this week, with their names. With it off, Home lists who's due under Needs attention, with a Send links button.
Home's next steps and what needs attention. Recorded with example data. Step 6: Send a link straight after a job
With Visit records on, the Job finished screen shows when the customer is due to rebook, with a Send link button to email the link there and then.
How different trades use it
- Barbers
- The usual is 3 weeks, so a client who had a cut today is reminded about two weeks from now.
- Dog groomers
- The usual is 6 weeks. The link opens the same groom, around the date the dog is due.
- Cleaners
- The usual is 2 weeks, which suits a fortnightly clean. Set a one-off deep clean to send no reminders.
- Massage therapists
- The usual is 4 weeks. Change it for any service your clients book more or less often.
- Ear care
- The usual is 52 weeks, so patients get one reminder about a year after their visit.
Common questions
Are reminders sent by text?
No. Reminders are sent by email. CalMov doesn't send text messages.
How many reminders does a customer get?
One email per visit. They aren't reminded again for the same visit, and every email has a link to stop reminders.
Will customers who have already rebooked get a reminder?
No. CalMov never sends a reminder to a customer who has already booked again, or to one who has stopped reminders.
Can I send reminders myself instead?
Yes. Switch automatic sending off in Toolkit. Home then lists who's due, with a Send links button.
If I switch automatic sending on, are overdue customers emailed?
No. Automatic reminders only go to customers who come due from the day you switch it on, so nobody who was already due gets a surprise email.
Can one service send no reminders?
Yes. In Services, open the service's Rebooking section and tick "Don't send reminders for this service".
Does a reminder book the next visit for them?
No. CalMov doesn't create repeating appointments. The customer opens the link and picks a time that fits your diary, so each visit is still booked by them. There's no appointment reminder email before a visit either; customers get the confirmation when they book.