Who this suits
Service teams coordinating confirmed appointments and customer responses.
When a simpler option is a better fit
Use calendar-native reminders when appointments require no response handling or business-system update.
Proposed workflow
Select eligible confirmed appointments
Send the agreed reminder with a clear response path
Apply a validated change and update the staff schedule
Illustrative operating rules
Confirm, reschedule, cancel, and no-show workflow with a sample message
Illustrative design example. Adapt these rules with the responsible team before implementation.
| Record or decision | Illustrative rule | Accountable owner |
|---|---|---|
| Confirm | Record the response against the current appointment ID | Reception |
| Reschedule | Check a replacement slot before releasing the existing one | Scheduling owner |
| No-show | Create a staff follow-up task after the agreed attendance check | Service coordinator |
Required inputs
- Confirmed schedule and timezone
- Contact preferences and messaging eligibility
- Cancellation rules and monitored replies
Limits and exceptions
Illustrative message: Your appointment is tomorrow at 10:00 EAT. Reply to confirm or contact reception to change it. Avoid including sensitive appointment details in a general notification.
Scope and operating costs
Scope reminder windows, response channels and calendar updates. Use one schedule source to reduce conflicting reminders.
Acceptance and measurement
Test cancellation before send, slot conflicts and delayed replies. Track confirmed attendance separately from message delivery.
Questions before starting
What inputs does this workflow need?
Confirmed schedule and timezone; Contact preferences and messaging eligibility; Cancellation rules and monitored replies.
Discuss the scope and availability
Tell CraftDuka about the task, your current systems and the people who will use it. Our team is based in Nairobi and serves Kenya and East Africa. We will assess the fit and availability before agreeing a project.