Appointment Reminder Bot Template

The conversation, step by step

These are the messages and questions in the template as it comes. Words in brackets are filled in from your business details or from the visitor's earlier answers. A visitor sees only the steps that match the buttons they choose, and you can change any wording, add steps or remove them in the flow builder.

1. Hi [name]! Just a reminder about your upcoming appointment at [Business Name]. Can you make it?
2. Please confirm your appointment:
   • I'll be there!
   • Need to reschedule
   • Cancel appointment
3. Great, see you then! Please arrive 10 minutes early.
4. No problem! Please call us at [Phone Number] to find a new time that works for you. We're happy to help.
5. We're sorry to hear that. Your appointment has been noted for cancellation. A team member will confirm shortly. We hope to see you again soon!
6. The visitor is saved as a lead, tagged:
   • appointment_update

What you get with each lead

Every lead this template collects appears in your Alma leads inbox with the answers the visitor gave and these tags, so you can sort and follow up: appointment_update. Alma emails you when a new lead arrives. On the Growth plan and up you can also send leads to other software through Zapier, and the Agency plan adds webhooks.

Questions your flow does not cover

A template answers the paths it was built for. To answer other questions in the visitor's own words, add AI answering for $25 a month: it replies from business information you provide as text, which the Alma team loads into your bot. The article on how a knowledge base chatbot works explains what to write.

For more on using a chatbot in this kind of business, see our page on chatbots for fitness and wellness.

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