Appointment reminders and no-show reduction · Marketing
Stop losing the four o'clock slot to someone who forgot they booked it.
A vet books twenty consultations for Saturday and four do not arrive. The slot cannot be sold again at four o'clock, and the puppy still has not had its booster. The owner was not being rude. She forgot.
Scope, fee, reporting and term are agreed in writing after we have read your brief and spoken to you.
In one paragraph
Appointment reminders and no-show reduction is the run of messages that gets a booked patient to turn up, move the slot or say they cannot come. GullySales writes the reminders and the recall messages, sets the timing and the opt-out, and reports your no-show rate rather than the number of messages sent.
A reminder is worth sending only if the patient can act on it, so every message ends in a reply: confirm, or ask for another day. A reply that moves the appointment is a win. The slot goes back on the board while there is still time to fill it.
Consent comes first on every channel. WhatsApp and SMS both need the patient to have agreed, and every message carries a way to stop. Ignore that and the number gets blocked, which kills the genuine reminders as well.
The problem
Does this sound like your business?
What owners tell us on the first call, in their words.
“Four people did not turn up on Saturday”
The slots were booked a week earlier and sat on the board until the time passed. Nobody rang on Friday to check.
“We do remind them, when there is time”
The reminder depends on a quiet ten minutes at the front desk. On a full day, which is the day it matters most, the calls do not happen.
“Patients we have not seen for a year”
The software says the dog's booster was due in March. Nothing went out, and the owner has taken him to the clinic that messaged her.
“We send reminders and nothing changed”
One message goes out on the morning of the appointment, too late to rearrange, with no way to reply. The vendor reports four hundred delivered and nothing about who came.
What we do
Everything that is included.
Each deliverable, and what it gets you. Nothing here is an extra.
Reminder timing set to your booking pattern
One message while there is still time to rearrange, and a short one on the day. A filling booked for tomorrow and a surgery booked a month ago need different gaps.
Confirm or reschedule in one reply
Every reminder ends with a reply that confirms, moves or cancels, and the answer reaches the front desk in the same place as the booking.
Consent list and a stop that works
A record of who agreed to be messaged and on which number, with an opt-out instruction in every message that is acted on the same day.
The recall run
Boosters, six-month reviews and patients who stopped mid-course, pulled from your records and messaged in the month they fall due. Email carries the ones that are not urgent.
A routine for the slot that opens
What the desk does with a cancelled 4 pm: who is rung first, and the short list of patients who said they would come at short notice.
Messages in the patient's language
The doctor's name, the clinic's address and what to bring, written in the language that patient gave you, whether that is Kannada, Hindi or English.
No-shows counted, not messages
The share of booked slots that went empty, by day and by treatment, next to the slots you refilled after a cancellation.
How the result is measured
- No-show rate, by day and by treatment
- Appointments confirmed or moved from a reminder reply
- Slots refilled after a cancellation
- Recalled patients who booked
- Opt-outs and complaints
Recorded as a baseline before work starts, so every later report has an honest comparison.
Who it is for
This is written for you if these sound familiar.
- A clinic, salon or physiotherapy practice where an empty slot cannot be sold to anybody else
- Reminder calls made by the front desk between patients, and skipped on the days the clinic is full
- Boosters, scaling, dressing changes or reviews that fall due on a date no patient remembers
- Packages of ten sessions where people stop coming after the fourth
- An appointment book or clinic software that has never been connected to a message
Not for
It is not the right fit if.
- Walk-in businesses with no booked slots. There is nothing to remind anyone about
- You want to message the whole old register whether those patients agreed or not. That gets the sender blocked, and we will not set it up
- People miss appointments because the wait is an hour long. A reminder will not fix a schedule that runs late
How it works
From your first message to the first report.
No open-ended retainer. Every step gives you something in writing.
First
Your brief
You tell us what you need in a few short steps: your business, what you want, where enquiries come from and how they are handled.
After the brief
A conversation and a written scope
We read it, then talk with whoever handles your enquiries. If you want our help, the scope, the fee and the reporting come in writing, and nothing starts before you have read them.
Before work starts
Baseline recorded
The numbers this work is meant to move, such as enquiries, quotations, orders, visits or renewals, written down so every later report has an honest comparison.
After the baseline
The first fix goes live
The fix we agreed to start with is put in place and measured against the baseline, whether that is a reply, a follow-up, a page, a listing or the handover between marketing and sales.
As agreed
Report against the baseline
What moved, what did not, and what changes next, in plain words. How often you get it is set in writing before work starts.
At renewal
Renew on the numbers
The term ends and you decide whether to continue from the results. The length is agreed in writing before anything starts.
How the work runs
- 1
Count the no-shows first
We go through three months of your appointment book and count who did not come, on which day and for what treatment. That number is the baseline.
- 2
Sort out consent
We check which patients agreed to be messaged and on which number, and clean out the rest before anything is sent.
- 3
Write the messages and set the timing
The reminder, the confirm or reschedule reply, and the recalls, in the languages your patients read. Text messages need their wording registered before they can be sent in India.
- 4
Trigger them from the booking
Messages fire from the appointment itself, in your clinic software or a shared sheet, so nobody at the desk has to remember.
- 5
Report the no-show rate and fix what missed
On the schedule agreed in writing we report no-shows and refilled slots against the baseline, and change the timing or the wording where the messages did not work.
Why us
Why owners pick GullySales over an agency.
Marketing and sales, as one job
Most agencies stop at the enquiry. We also fix what happens after it: the reply, the follow-up, the quote and the CRM.
The person on the first call does the work
No account managers in between. You are never handed to someone you have not met.
A baseline before anything starts
Your numbers are written down on day one, so every later report compares against something honest.
The fee in writing, split three ways
Our time, your media spend and production on separate lines. You always see what goes to us.
No guarantees we cannot keep
The term is agreed in writing and never a default twelve months. We never promise a ranking or a lead count, because nobody controls those.
One office, and we say so
Nagarbhavi, Bengaluru. We work across India by call and WhatsApp and travel when a session needs to be in person.
#257, 3rd floor, Sri Nanjundeshwara Complex, Nagarbhavi 8th Block, Outer Ring Road. How we work.
Engagement options
Ways to work with us.
Pick the size of commitment that fits. Every option starts with your brief and a conversation.
Option 1
The conversation on its own
A call after you send your brief. It says honestly whether you need outside help, and many fixes are ones your own team can make.
Option 2
One fix, scoped
Start with the fix that matters most, such as reply time or follow-up. The fee is in writing before anything starts.
Option 3
An ongoing programme
We run the work, report against the baseline, and you renew on the numbers. The term and the reporting are agreed in writing first.
Option 4
Guidance for your own team or agency
We plan, brief and check the work of your in-house team or current agency, instead of replacing them.
Your brief
Tell us what you need, and we will read it before we call.
Eight short steps about your business, what you want and who decides. Most questions are a tap, and you can skip any you would rather answer on the call.
FAQ
Questions owners ask before they call.
Not here? More answers, or ask on WhatsApp.
How far ahead should a reminder go out?
SMS or WhatsApp for reminders?
Do reminders count as marketing messages?
What if people still do not turn up?
How is this priced?
How long is the contract?
How soon will we see results?
Who will actually do the work?
What do you need from us?
What if we are not happy with the work?
By industry
Appointment reminders and no-show reduction, written for your industry.
Related services
Often bought with this, or instead of it.
Your next practical step
Tell us what you are trying to grow, and we will read it before we call.
Eight short steps, mostly taps. Skip anything you would rather answer on the call.