Appointment reminders that protect the diary. Confirm or change on WhatsApp.

Remind people the day before with the time, the place and a one-tap Flow to confirm or change, so slots are kept or moved in time instead of lost to no-shows.

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Trigger
A booking in HubSpot, a day out
Channel
WhatsApp, with the answers in HubSpot
Workflow
4 templates, 1 Flow, 1 branch
Needs
HubSpot workflows, on Professional or Enterprise

Step through the play as the patient.

Daniel has a physio appointment tomorrow. Each step shows what he sees on WhatsApp and what lands on his HubSpot record, from the reminder to a kept or moved slot. Your answers in the Flow decide the branch. All four properties are custom ones the play creates.

Flo pointing along one of three signpost arrows, the way the branch sends each patient down one path
Appointment RemindersStep 1 of 5
  1. Where Daniel comes from

  4. Yes, coming: confirm, then remind

    No, not then: move it, or free the slot

  5. Confirmed: appointment_confirmed

    Change: appointment_change and a task

Acme PhysioBusiness account
Sample data

Today

Daniel Price+44 7700 900427
Sample data

Properties

booking_source
hubspot_meetingsBooked on a meetings link
appointment_response
No value
reminder_on_the_day
No value
appointment_status
booked

Activity

    2 of 4 properties written

    Workflow triggers and actions need HubSpot Professional or Enterprise. Workflow actions guide

    Try a live Flow

    Scan the code with your phone to open one in WhatsApp. It’s Flowella’s own Flow, not this playbook.

    Open it in WhatsApp (opens in a new tab)

    The appointment reminder blueprint.

    A booking, a reminder the day before and a one-tap Flow, then one branch: confirmed visits get directions, and changes reach the team in time. You build it in a HubSpot workflow, from Flowella’s WhatsApp triggers and actions.

    • Trigger
    • Send WhatsApp
    • Delay
    • Branch
    • Goal
    • Numbered note
    1. Enrolment triggerA booking in HubSpot

      From your meetings link, a call your team logs, or your own booking system.

      Any booking, one workflow

      If the time is on the HubSpot record, the reminder runs, whatever took the booking.

    2. DelayUntil the day before

      Timed from the appointment, so the reminder lands a day ahead.

    3. Send WhatsApp TemplateThe reminder

      appointment_reminder, with “Confirm or change” and directions.

      Time and place only

      Send who, when and where. Keep the reason for the visit out of WhatsApp.

    4. Delay until event happensForm Completed, up to 18 hours

      The answers land as appointment_response and reminder_on_the_day.

      No answer by morning: one short nudge, then as booked.

    5. BranchIs appointment_response confirmed?

      Yes, I’ll be there goes one way; a new time or a cancellation the other.

      Make moving easy

      A moved appointment beats a missed one, so the new time is one tap away.

    6. Yes
      Send WhatsApp TemplateThe confirmation

      appointment_confirmed, with directions

      DelayUntil 2 hours before

      Only for people who asked for a reminder on the day

      Send WhatsApp TemplateThe nudge

      appointment_nudge, with the address

      GoalKept

      The slot is used, with a day’s certainty

      No
      Send WhatsApp TemplateThe change link

      appointment_change, with Pick a new time

      Edit recordappointment_status: change_requested

      And a task for the front desk to move or free the slot

      GoalMoved in time

      A day’s notice, so someone else can take the slot

      Ask before you nudge

      The on-the-day reminder only goes to people who asked for it in the Flow.

    Workflow triggers and actions need HubSpot Professional or Enterprise. The answers land as contact properties on every HubSpot plan, Free included. Workflow actions guide

    Copy that saves the slot.

    The reminder, the Flow it opens and two replies carry the play, with a short nudge for anyone who asks for one or doesn’t answer. Each is a utility template tied to a booking, and every variable comes from the HubSpot record.

    Show the messages as

    • appointment_reminderUtilityEnglish (UK)Sample data

      Sends the day before the appointment

      Your appointment tomorrowHi {{first_name}}, a reminder that you’re booked in with {{staff_name}} tomorrow at {{appointment_time}}, at our {{location_name}} clinic. Can you still make it?Need anything else? Just reply hereConfirm or changeGet directions
      Your appointment tomorrowHi Daniel, a reminder that you’re booked in with Hannah tomorrow at 10:30, at our Park Row clinic. Can you still make it?Need anything else? Just reply hereConfirm or changeGet directions

      Who, when and where, and one tap to confirm or change. Never the reason for the visit.

    • appointment_confirmWhatsApp Flow1 screenSample data

      Opens from the opener’s button, synced from your HubSpot form

      The Flow, Your appointment: can you make it (yes, I’ll be there; I need a new time; please cancel it) and a reminder on the day (yes, please; no, thanks).

      Daniel’s Flow, with yes, I’ll be there and yes, please chosen.

      Coming, a new time or a cancellation, plus whether they want a reminder on the day.

    • appointment_confirmedUtilityEnglish (UK)Sample data

      Sends when appointment_response is confirmed

      Thanks, {{first_name}}. You’re confirmed for tomorrow at {{appointment_time}} with {{staff_name}}. If you asked for one, a short reminder follows two hours before.Get directions
      Thanks, Daniel. You’re confirmed for tomorrow at 10:30 with Hannah. If you asked for one, a short reminder follows two hours before.Get directions

      Locks in the slot a day ahead, and only promises the nudge people asked for.

    • appointment_changeUtilityEnglish (UK)Sample data

      Sends when appointment_response is a new time or a cancellation

      Thanks for letting us know, {{first_name}}. Pick a new time with the button below, or reply here and the team will help. If you asked us to cancel, there’s nothing more to do.Pick a new time
      Thanks for letting us know, Daniel. Pick a new time with the button below, or reply here and the team will help. If you asked us to cancel, there’s nothing more to do.Pick a new time

      Moving it takes one tap, so the slot comes back a day early, not as a no-show.

    • appointment_nudgeUtilityEnglish (UK)Sample data

      Sends 2 hours before if they asked, or that morning if they haven’t answered

      Your appointment todayHi {{first_name}}, a reminder that you’re booked in with {{staff_name}} today at {{appointment_time}}, at {{location_address}}. If anything has changed, just reply here.
      Your appointment todayHi Daniel, a reminder that you’re booked in with Hannah today at 10:30, at 2 Park Row. If anything has changed, just reply here.

      Short, on the day, with the address: only for people who asked for it or haven’t answered.

    Sample templates. Meta approves each template before it can send, and the Send WhatsApp Template action maps HubSpot properties to its variables.

    Five things that tell you a slot is at risk.

    The play captures all five, and each lands in HubSpot as something a workflow can read, not a note someone has to interpret.

    5 signals, what each looks like, and where each lands in HubSpot
    SignalAll goodNeeds actionLands in HubSpot as
    Whether they’re comingA yes a day ahead is worth more than a hope on the morning. Yes, I’ll be there I need a new time appointment_response
    How fast they open itFlowella logs how long the reminder took to read. Still unread by evening is a risk. Read in minutes Still unread timeToReadSecondsOn the Message read event
    Whether they answerOnly a finished Flow fires Form Completed, so silence is easy to spot and nudge. Answered No answer by morning Form CompletedThe Flowella trigger
    What they want on the dayRemind the people who asked, and leave the rest in peace. No, thanks Yes, please reminder_on_the_day
    What they write backA typed reply needs a person, not a template. Route it to your inbox. No reply “Running late” flowella_last_reply_messageUpdated on every Text Reply

    Why appointment reminders on WhatsApp work.

    People miss appointments when the reminder is buried or moving it is hard. WhatsApp puts the reminder and the change in one thread, a day ahead.

    • Why no-shows happen

      People forget, lose the confirmation email or can’t face a phone queue to move it. A reminder they read, with a one-tap change, turns a no-show into a moved slot.

    • How to enhance it

      Add a prep message a week ahead, a forms or deposit link where you need one, a task for the host on every change, and a rebook message after a missed visit.

    • Gotchas

      Respect quiet hours, stop reminders once it’s moved and keep changes in the Flow: a lone “Cancel” opts someone out. Map the time as text: a date property arrives in UTC, as 22.10.2026 09:30.

    The point: the best reminder gives people a useful action, not just a time.

    Every play, in one playbook.

    The HubSpot + WhatsApp Playbook, Vol. 01, puts each play on a two-page spread: why and when it works on the left, the blueprint on the right, and the WhatsApp copy ready to paste. Appointment Reminders is one of them.

    1. Leave your WhatsApp number. Four fields, and no sales call attached.
    2. A short Flow arrives. It’s a live Flowella Flow, so you see one working.
    3. The playbook lands in the same chat.
    Get the playbook

    Free. Reply STOP at any time to stop the messages.

    Vol. 01

    The HubSpot + WhatsApp Playbook

    Workflows that actually convert.

    • Each play on a two-page spread
    • The WhatsApp copy, ready to paste
    • Blueprints you can build in HubSpot

    flowella.ioField manual

    Page 1 of 3The cover

    Browse playbooks by what you do.

    Twenty plays, each a working blueprint. These six sit closest to appointment reminders.

    Browse all playbooks

    This play is filed under Sales Support Healthcare Professional Services B2B SaaS Education Hospitality

    • Meeting Booking Workflow

      Book more meetings: a WhatsApp Flow asks the topic and timing, then sends a HubSpot meetings link that shows the right rep’s times, in the same chat.

      • Sales

    • Event & Webinar Reminders

      Fill events and webinars with a WhatsApp invite, a three-tap booking Flow, timed reminders, and the recording for anyone who can’t make it.

      • Sales
      • Marketing

    • Hospitality Feedback

      Ask guests two quick questions on WhatsApp after a visit or stay, invite reviews, put the manager on unhappy guests first, and tag every answer in HubSpot.

      • Support
      • Customer success

    • NPS / CSAT

      Collect two-tap CSAT or NPS answers on WhatsApp, thank happy customers, and route every unhappy one to a person and a HubSpot ticket.

      • Support
      • Customer success

    • Smart Review Triage

      Check in privately on WhatsApp first, invite a public review while the goodwill is fresh, and give unhappy customers a manager first, with the review link still open to them.

      • Marketing
      • Support

    • Contact Data Refresh

      Refresh stale CRM records with WhatsApp confirmations, structured corrections, one reminder, and a clear freshness flag.

      • Support
      • Customer success
    Flo jumping for joy with her fist in the air and a phone in her hand

    Ship the appointment reminder first.

    Turn bookings in HubSpot into reminders with a one-tap change. Start free today, or book a 30-minute demo and we’ll map this play to your own diary.

    Get started free Try on WhatsApp (opens in a new tab)
    Or book a 30-minute demo