Appointments & WhatsApp
Appointment reminders: timing and WhatsApp messages
When an appointment is confirmed, Leadgains automatically sends reminders for the visit. Below you can see when each message leaves, what the Dutch WhatsApp messages look like and when the reminders stop.
Brief overview
The appointment reminders start as soon as an appointment has been confirmed. The messages help the lead prepare and reduce the chance of no-shows.
WhatsApp messages
These are the Dutch standard messages for appointment reminders. The exact club name, appointment time, address and employee are filled in automatically.
48 hours in advance: preparation
This message will be sent approximately two days before the appointment. The lead will receive a link with more information about the club.
24 hours in advance: confirmation for tomorrow
This message confirms the appointment time and shows the address, so that the lead has the practical information immediately at hand.
1 hour in advance: short reminder
This is deliberately short. The lead already knows where and when the appointment is, so the final reminder keeps it accessible.
Difference with SMS
The default follow-up uses WhatsApp. SMS is used when a contact via SMS must be followed up or when WhatsApp cannot be supplied.
| Moment | Difference with SMS |
|---|---|
| 48 hours in advance | The content remains focused on preparation and club information. The link will then appear as plain text in the message. |
| 24 hours in advance | The appointment time and address remain the most important information. |
| 1 hour in advance | The SMS version can repeat the address again. The WhatsApp version is shorter. |
When do appointment reminders stop?
Appointment reminders are only intended for an ongoing appointment. As soon as the appointment status or follow-up changes, the reminder sequence should stop.
The regular reminders stop. The cancel follow-up can then take over to find a new moment.
The reminders should shift to the new appointment time.
Use this when further automatic follow-up is no longer desired. See also Remove someone from follow-up.
This will then be treated as deregistration. See What happens at STOP or DND?.
Why does someone get appointment reminders?
The appointment reminders look at the appointment status. If the appointment is still confirmed, Leadgains can continue to send the reminders, even when someone indicates in a conversation that it might not work.
Normally receives reminders
- The appointment is still confirmed.
- No cancellation or relocation has been processed yet.
- The contact has not been removed from the follow-up.
- The lead did not send a STOP or opt-out.
Shouldn't get any more reminders
- The appointment has been cancelled.
- The appointment has been moved to another time.
- The team has stopped the automatic follow-up.
- The lead no longer wants to be contacted.
Frequently asked questions
Usually the appointment is still confirmed. Set the appointment to cancelled, move the appointment to a new time or remove the contact from the automatic follow-up.
Then the club information link is probably not set up or not set up correctly. Ask Leadgains to check that setting for the club.
The last reminder is scheduled around an hour before the appointment. In practice, it can leave a few minutes earlier, so that the message still arrives on time.
Related help docs
Use this helpdoc if you want to schedule an appointment for a contact yourself.
What happens after an appointment is canceled.
What happens when someone doesn't show up.
How to manually stop automatic follow-up.