WhatsApp appointment reminders for fewer empty chairs
Every appointment in your calendar gets an automatic WhatsApp reminder, sent as far ahead as you choose. On busy days, an AI agent calls the list and confirms each booking.
Riverside Dental
AI assistant · with Tom Hughes
AI assistant Hello, I'm the virtual assistant at Riverside Dental, calling to confirm your hygiene visit tomorrow at 10.
Ah, something's come up at work tomorrow. Can we move it?
AI assistant Of course. I have Friday at 11:30 or Monday at 9. Which suits you better?
Friday at 11:30, thanks.
WhatsApp confirmation
Riverside Dental
Business account
Riverside Dental: your hygiene appointment is now on Friday at 11:30. We'll send you a reminder the day before.
15:42
A missed appointment costs more than it seems
- 01
The slot sits empty
People who don't show up rarely warn you in time. The hour is lost, and nobody on the waiting list had the chance to take it.
- 02
Confirmation calls never scale
Phoning tomorrow's patients one by one ties up the front desk for most of the afternoon, and plenty of those calls just ring out.
- 03
Messages from personal phones
Texting from the owner's or receptionist's own number confuses patients and scatters replies across private phones where nobody else can see them.
Reminders, confirmations and cancellations, no phone calls needed
WhatsApp notifications are triggered by appointments in Replicer's calendar. Confirmation calls, when you need them, are made by an AI agent from a list you upload.
Reminders at the right time
Set how many minutes before the appointment the reminder goes out. It's sent automatically, with date, time and the details in your template.
Official WhatsApp Business
Messages go out through Meta's official platform with your business name as sender. Templates are approved once and reused for everyone.
Confirmation on booking
Whoever books gets a confirmation message straight away. If the appointment is cancelled, the cancellation notice goes out automatically too.
AI confirmation calls
For long treatments or important recall visits, launch a campaign on tomorrow's list: the agent calls, asks for confirmation and records the outcome.
Rescheduling on the call
If the patient can't make it, the agent checks availability and books a new time right away, so the visit isn't simply lost.
Replies in the shared inbox
Replies to reminders land in Replicer's shared inbox: your front desk sees the conversation, picks it up and answers from the same number.
When a patient replies to a reminder
Anyone who writes back that they can't come gets an instant reply: AI reads the intent, alerts your front desk and explains how to rebook.
- 1
Connect WhatsApp Business
Connect your business WhatsApp number through Meta and prepare the reminder, confirmation and cancellation templates for approval.
- 2
Choose the timing
Decide how far ahead the reminder goes out, for example the day before, based on how your patients and clients plan their week.
- 3
Add confirmation calls
For your busiest days, upload the appointment list and launch a campaign: the agent only calls on the days and at the hours you allow.
Appointment reminders
Trigger
WhatsApp received
Any incoming message
Step 1
Understand the intent
Confirm, cancel or reschedule request
Step 2
Is it a cancellation?
Continue only if they can't come
Step 3
Alert the front desk
Email to free up the slot
Step 4
Reply to the patient
Free text: call us to pick a new time
Frequently asked questions
How do I send automatic WhatsApp appointment reminders?
In Replicer, reminders are triggered by appointments in the built-in calendar, including those the agent books over the phone. Set the lead time in minutes and prepare the template: from then on every appointment gets its message with no manual work.
Can reminders be sent by text or email instead?
Automatic calendar reminders are sent on WhatsApp. Texts and emails are available for other messages, during calls or in automations, but not as automatic appointment reminders. For clients who don't use WhatsApp, you can add a confirmation call campaign.
Do clients need to opt in to WhatsApp messages?
Yes. WhatsApp requires recipients to have agreed to receive messages from your business, usually when they book. Replicer tracks consent on each contact and handles opt-outs, so anyone who asks to stop is excluded.
Do confirmation calls leave a voicemail?
No. If an answering machine picks up, the agent detects it and hangs up without leaving a message. The campaign retries later based on the attempts you set and, if the appointment is in Replicer's calendar, the WhatsApp reminder still goes out.
Is patient data handled securely?
Replicer is built by Hetyna, an Italian company certified to ISO 27001 and ISO 9001. Data is handled in line with GDPR, call recording can be switched off, and staff access is protected with roles and two-factor login.
Fewer gaps in the diary, fewer calls to make
See how to set up WhatsApp reminders and confirmation calls for your appointments.
Guided setup · Human support when you need it