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Sending Booking Reminders to Clients

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Nudge a client to book their next session with Invite to Book, a one-time invitation you send from your Services list or from a client's Bookings & Packages page. This guide walks you through sending an invitation for a 1:1 service, a group session, or a package, and shows you what your client sees when they receive it.

📍 Note: Invite to Book is different from automatic pre-appointment reminders. This article covers sending a one-time invitation for a client to book a new session. If you're looking to automatically remind clients about a session they've already booked, see Managing Your Booking & Cancellation Settings to configure your Upcoming Session Reminders under My Schedule > Booking & Cancellation Settings.

In this article:

Sending Reminders from My Services Page

  1. Go to My Practice > My Services.
     
  2. Click the More Options menu (3 dots) next to the service you want to remind your client about.
     
  3. Select Invite to Book from the options provided.

     
  4. In the pop-up, select the client to send this reminder to, or click the Add new client button at the bottom corner of the pop-up. Notifications are sent to one client at a time.
     
  5. Continue with the steps below to Customize Your Reminder.

Sending Reminders from a Client's Bookings & Packages Page

  1. Go to a client record and open their Bookings & Packages page.
     
  2. Click the Fast Action Button in the bottom-right corner and select Invite to Book.

     
  3. If you are sending a reminder for a client to book their Package sessions, continue with the steps below. 
     
  4. If your client doesn’t have any Packages or you click the button to Invite without package, continue with Customizing Your Reminder.

This works for both 1:1 services and group sessions, as long as the service is set up to accept bookings.

Sending Booking Reminders for Package Sessions

  • If your client has an active package, you'll be prompted to associate the booking reminder with that package.

     
  • Clients won't need to enter billing information when requesting sessions associated with an active package.
     
  • To send a reminder for a session not linked to an active package, click the Invite Without Package button at the bottom corner of the pop-up.

Customizing Your Reminder

  1. If you clicked Invite Without Package or your client has no packages, select a service from the drop-down list on the Invite to book dialog page.

     
  2. Optionally, use Suggest a Day if you want your client to book on a specific day when you're available. Use the Earliest Booking Date field to restrict clients from booking before a specific date.

     
  3. Personalize the reminder subject and message. You can save commonly used phrases as text snippets or, on the Professional plan and up, customize the email template for future use. Learn more.

💡 Tip: Avoid using ALL CAPS, excessive exclamations, and spammy phrases (e.g., "BOOK A FREE CALL!!!") as these may lead your invitation to be marked as spam or sent to the junk folder.

Sending SMS Booking Reminders

If you're on the Professional plan and up, you can send a text (SMS) reminder to your client:

  • Choose either Text Messages (SMS) and Email or Text Messages (SMS) Only from the Delivery Method field.

📍 Note: SMS messages have a 150 character limit. If your message exceeds that limit, the Send button will be greyed out until you shorten it. If a text message can't be delivered, Practice Better automatically sends the invitation by email instead.

Finalizing and Sending Your Reminder

  • Click Send at the top of the Invite to book dialog page to deliver the reminder to your client.

By following these steps, you can nudge clients toward their next session while keeping the process personal and on brand.

What Your Client Receives

Your client receives an email, a text message, or both, depending on the delivery method you chose, with a link to book the service you selected. If you included a suggested day, clicking the link takes your client directly to that date, ready to choose a time.

Tracking Sent Reminders

You can confirm a reminder went out by checking the client's recent activity stream on their client file. Delivery history for Invite to Book invitations appears there alongside their other activity.

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