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Automate Appointment Reminders in Alvéya

Set up automated appointment reminder emails and SMS through Automations — create the workflow, set the Appointment Status trigger, add emails and wait steps, and test the booking flow.

Automated appointment reminders help reduce no-shows and make client communication seamless. In Alvéya, reminders are managed through Automations, where you can set emails or SMS messages to go out automatically before (or after) a booking.

Step 1: Open or Create a Workflow

  1. Go to Automations → Workflows.

  2. Click + Create Workflow (or open an existing one if you already have an appointment reminder flow).

  3. Choose Start from Scratch and name it something like Appointment Reminder – Naturopathic Consults.

Create new workflow automation

Step 2: Set the Trigger

  1. Click + Add New Trigger.

  2. From the dropdown list, choose Appointment Status.

  3. Under Workflow Trigger Name, enter something like Appointment Booked.

  4. Add a Filter → Status Is = Confirmed (or Booked depending on your naming).

  5. Click Save Trigger.

💡 This tells Alvéya to start the workflow whenever an appointment is booked or confirmed.

Workflow trigger — appointment confirmed

Step 3: Add the Email to the Workflow

  1. Click the + that is below the trigger step, connected with the line.

  2. Type in Send email to search for the Send email step.

  3. Write your email confirmation. If you would like to create a template instead, save your progress by clicking Save in the top right corner and exit out of the automation to create an email template.

Step 4: Add a Wait Step (Timing the Reminder)

  1. Click + Add Action under your trigger.

  2. Select Wait.

  3. Choose how long before the appointment you'd like to send the reminder, such as 1 day before, 3 hours before, or 15 minutes before.

  4. Click Save Action.

💡 You can add multiple wait steps if you want several reminders — for example, one email the day before and one SMS an hour before.

Step 5: Test the Booking Flow

  1. Visit your live website.

  2. Click the button or use the embedded calendar/service menu.

  3. Make a test booking to confirm the booking form works correctly, the booking appears in your calendar, and notifications are sent to both you and the client.

Troubleshooting

  • Booking form not showing? Double-check you pasted the correct embed code.

  • Layout looks off? Adjust the width/height settings in your website editor.

  • Mobile display issues? Consider using the Booking Link instead of embed for a smoother mobile experience.

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