Appointment Reminders by WhatsApp, Sent Automatically
With CITU, Citalu's assistant on WhatsApp, each client gets an automatic reminder 24 hours before her appointment and confirms it with one tap. If she needs to change or cancel, she replies to the message and gets her pass and your WhatsApp; if she cancels, the slot opens up in your schedule and you get a notice. CITU comes with the Estudio and Salón plans; in the free trial you turn it on at no cost for your first 10 clients.
By the Citalu team
What your client gets
A business message from Citalu in the WhatsApp she already uses: "Hi Carla, this is a reminder of your appointment at DepiLab for Full legs on Friday, October 9 at 9:00 am. Tap Confirm to secure your spot. If you need to change or cancel it, reply to this message". It carries her name, your business, the service, the day and the time in am and pm. It goes out once, 24 hours ahead. If the appointment is confirmed later, it goes out when it is confirmed, as long as 12 hours or more remain and the time falls between 8:00 am and 9:00 pm.
Confirm or reply to the message
Confirm marks the appointment as confirmed by the client; on your schedule the appointment carries the "Confirmed by CITU" tab. If instead of tapping the button she writes that she is coming ("I confirm", "Yes, I'll be there"), it counts as confirmed too. If she replies with anything else, CITU sends her, once, her pass, where she can cancel, and your WhatsApp to agree on another time. If she cancels, the slot opens up and you get a WhatsApp with the notice; if she paid a deposit, you handle it according to your policy. CITU does not chat with your clients: it only sends the reminder and those links.
Sample appointment reminder messages
If you still send reminders by hand, use a short text with the day, the time and an easy way to reply. To confirm: "Hi, Carla. This is a reminder of your appointment tomorrow, Friday, at 9:00 am for full legs. Can you confirm?". For the same day: "Hi, Carla. I'll see you today at 9:00 am. If you're running late, let me know here". With a deposit: "Hi, Carla. Your appointment on Friday at 9:00 am is held. To confirm it, send me the deposit receipt before 6:00 pm". With CITU, this step is no longer yours.
Email and WhatsApp together
On every plan, a client who leaves her email gets reminders 24 hours and 2 hours ahead. On Estudio and Salón, the WhatsApp reminder is added, only 24 hours ahead, and it goes to the phone number in her profile. If a client doesn't have WhatsApp, she still gets the email.
When to send an appointment reminder
The day before leaves time to change the appointment and to offer that slot to another client. That's why CITU sends it 24 hours ahead and only between 8:00 am and 9:00 pm. A same-day notice no longer lets you fill the slot, so use it only as a backup.
Your client's permission
Having her number is not enough: WhatsApp asks that the person agrees to receive messages from a business. Tell each client she will get her reminder on WhatsApp. In Citalu you manage it with the checkbox on the appointment: if she doesn't want it, uncheck it.
Common mistakes when reminding clients
Sending a text with no day or time. Reminding only on the same day, when you can no longer fill the slot. Not saying how to change the appointment. Writing at night. Using tools that connect to your personal account: WhatsApp can block it.
Which plan includes it
CITU comes with the Estudio ($14.99 a month, up to 5 providers) and Salón ($24.99, no limit) plans. In the 14-day free trial you turn on CITU at no cost: your first 10 clients get their WhatsApp reminder and you book 10 appointments by messaging it. Estudio includes 150 reminders a month and 100 assistant messages; Salón, 300 and 120 (fewer in a few countries where Meta charges more per message). If they run out, you add credits from My plan, and we email you when you reach 80%.
Messages to copy
Replace what is in brackets and send it on WhatsApp.
Hi, [name]. I'm still waiting for your confirmation for tomorrow at [time]. If you can't make it, let me know and I'll give the spot to another client.
Hi, [name]. Your appointment moved to [day] at [time]. If that doesn't work for you, tell me and we'll find another time.
Hi, [name]. I have to cancel your appointment on [day] at [time]. Sorry for the change. Here are my other open times: [your link].
Hi, [name]. I was expecting you today at [time]. If you want another date, here are my open times: [your link].
Hello, [name]. This is a reminder of your appointment tomorrow at [time] with [provider]. Please confirm that you will attend.
Hi, [name]. Your haircut with [barber] is tomorrow at [time]. If you can't make it, let me know here.
The differences at a glance
| Topic | By hand | With CITU |
|---|---|---|
| Time | One message per client | Goes out on its own |
| If the appointment changes | You redo it yourself | The reminder moves with the appointment |
| Confirmations | You note them yourself | Marked on your schedule |
| Cost | Free | Included in Estudio and Salón |
How to put it into practice
- Choose the Estudio or Salón plan.
- In your dashboard, under Settings › Notifications, enter your WhatsApp number and confirm it with the code you receive.
- Check that your clients have their phone number in their profile: the reminder goes to that number.
Frequently asked questions
How do you send automatic reminders on WhatsApp?
You need a schedule connected to the official WhatsApp channel, because the app doesn't send them on its own. In Citalu you enter the appointment and the reminder goes out by itself 24 hours ahead to the client's phone.
Can you send appointment reminders on WhatsApp for free?
By hand, yes: you message each client from your own WhatsApp. Automatic ones cost money, because Meta charges for each message on the official channel. In Citalu, the free trial includes the first 10, and after that they continue with the Estudio or Salón plan.
Does my client have to install anything or save a number?
No. It arrives as a business message from Citalu in the WhatsApp she already uses, and she replies with one tap.
Can I change the reminder text?
No. WhatsApp only allows automatic messages from approved templates, so the text is fixed. It carries your client's name, your business, the service, the day and the time.
Does the free trial include WhatsApp reminders?
Yes, the first 10: when you turn on CITU in your trial, your first 10 clients get their WhatsApp reminder at no cost, so you can see how they confirm. After that they continue with the Estudio or Salón plan, and if you don't turn it on, reminders go out by email.
Does the Solo plan have WhatsApp reminders?
No. The Solo plan has email reminders. CITU is on Estudio and Salón.
How far ahead is an appointment reminder sent?
The day before. CITU sends it 24 hours ahead. If the appointment is confirmed later, it goes out when it is confirmed, as long as 12 hours or more remain.
What happens if the client doesn't reply?
The appointment stays on your schedule. CITU doesn't push: the reminder goes out only once, and on your schedule you see who confirmed so you can message the others yourself.
Bring that order to your schedule
Try Citalu with your services and hours. You get 14 days free to see if it fits your business.