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Follow up & WhatsApp

Cancel follow-up: timing and WhatsApp messages

When someone cancels an appointment, Leadgains can automatically contact you again to plan a new time. Below you can see when each message is sent and what the Dutch WhatsApp templates look like.

Last updated: May 28, 2026 Estimated reading time: 3 minutes

Brief overview

The cancel follow-up starts after an appointment is recognized as canceled. The regular appointment reminders stop, after which Leadgains attempts to reschedule the lead. The messages are sent out every day around 10 am.

Appointment cancelled Leadgains recognizes the cancellation and marks the contact as cancel.
D1 First message to reschedule an appointment without hassle.
D2 If there is no clear follow-up yet, a brief check will follow to see whether there is still interest.
D3 Final soft check. The cancel follow-up is then completed.

WhatsApp templates

These are the messages sent after the person cancels, starting at 10am the next day.

D1: reschedule

This is the first message after a cancellation. The tone remains accessible: the lead only needs to indicate when it is a better fit.

Template: cancel_d1 Type: Marketing

D2: check interest

This message is sent when there is no new appointment or clear response after D1.

Template: cancel_d2 Type: Marketing
{{1}} = club name

D3: final completion

This is the last standard message in the cancel follow-up. The lead gets one more chance to share questions or doubts.

Template: cancel_d3 Type: Marketing

When does the cancel follow-up end?

The cancel follow-up is intended to restart a canceled appointment. Once there is enough clarity, Leadgains stops this sequence.

The lead reschedules

The cancel follow-up is no longer necessary. The normal appointment confirmation and reminders then take over.

The team clicks Remove Follow Up

Use this when further follow-up is no longer desired. See also Remove someone from follow-up.

The lead clearly indicates that he or she is not interested

Then the contact should go beyond the normal follow-up, so that the messages do not feel intrusive.

The lead sends STOP or opt-out

This will then be treated as deregistration. See What happens at STOP or DND?.

Why does someone get cancel follow-up?

A few controls are combined for the cancel flow. In this way, Leadgains prevents someone from continuing to receive appointment reminders after a cancellation, but there remains an opportunity to reschedule.

Coming in cancel follow-up

  • The appointment was cancelled.

Is removed from follow-up

  • The lead says he is no longer interested.
  • The lead requests not to be contacted again.
  • There is confusion, irritation or a clear later appointment with the team.
  • The lead has chosen a different solution or indicates that he or she will contact you later.

Frequently asked questions

Are these the real WhatsApp templates?

Yes. The Dutch templates cancel_d1, cancel_d2 and cancel_d3 are active in the account.

What happens after D3?

D3 is the last standard message. If there is no follow-up after this, the cancel follow-up is completed and the team can further close the opportunity or follow up manually.