Appointment Reminders
Fewer no-shows. A fuller schedule. Less stress.
Every missed appointment is more than just an empty time slot—it’s lost income, a disrupted day, and an awkward follow-up conversation you never wanted to have. The truth is, clients and patients don’t always no-show on purpose. Life gets busy, and things slip through the cracks. Ruana’s automated appointment reminder system works quietly in the background to keep your schedule intact, so you can stay focused on delivering great care instead of chasing down confirmations.
Everything You Need to Keep Clients Showing Up
From the moment a booking is confirmed to the hour before the appointment, Ruana keeps clients informed and accountable. Whether you’re a solo practitioner or managing a multi-provider clinic, these tools take the follow-up work off your plate entirely.
Email Confirmation on Booking
The moment an appointment is scheduled—whether your client books online or you add it manually—they receive an instant email confirmation. It includes all the details they need: the service, date, time, location, and your contact information. No confusion, no “Wait, when was that again?” moments. Just a clear, professional confirmation that sets the tone for a great client experience.
Note: This feature can be selectively turned on or off based on client preference.
Email Reminders the Day Before
Even your most reliable clients can forget. That’s why Ruana automatically sends a friendly reminder email the day before each appointment. It includes all the relevant details—appointment time, service, your address, and contact information—so clients arrive prepared and on time. It’s a simple touch that makes a big difference in your no-show rate.
Staff and Practitioner Notifications
Your schedule is always moving. New bookings come in, clients reschedule, and appointment requests need your attention. Ruana keeps you in the loop by sending notification emails whenever something changes on your calendar—a new booking, a cancellation, a reschedule, or an incoming appointment request. In multi-provider practices, the business owner is also notified so nothing falls through the cracks.
Prefer a quieter inbox? You can turn these notifications off at any time.
Enforce Your Cancellation Policy with Confidence
When a client doesn’t show up or cancels too close to their appointment time, you shouldn’t have to navigate that situation without a clear record. Ruana lets you mark appointments as “No Show” or “Cancelled” directly within the appointment record. This keeps your client history accurate and gives you the information you need to decide whether to apply a cancellation or no-show fee—all without guesswork or awkward conversations.
- Mark appointments as No Show or Cancelled with one click
- Track cancellation history per client for informed decisions
- Determine whether to apply a cancellation or no-show fee on a case-by-case basis
SMS Text Reminders (Paid Add-On)
Email reminders do the heavy lifting, but sometimes a text message is what gets someone’s attention. SMS open rates are significantly higher than email, which means adding a text reminder can be the difference between a full schedule and an empty slot. Ruana’s SMS reminders are automatically sent to clients in advance of their appointments, giving them one more nudge at exactly the right moment.
Available as a paid add-on, SMS reminders are a low-cost upgrade with a high return—especially if no-shows have been a recurring issue in your practice.
Why Appointment Reminders Matter for Your Practice
Missed appointments don’t just cost you revenue—they create scheduling gaps that are hard to fill on short notice and chip away at the consistency your practice depends on. A well-timed reminder system is one of the simplest, most effective tools you can put in place to protect your time and your income.
Protect Your Revenue
Every no-show is a slot you could have filled. Automated reminders dramatically reduce last-minute cancellations and forgotten appointments, keeping your schedule—and your income—consistent.
Save Time on Follow-Up
Manually reminding clients is time-consuming and easy to forget. Ruana handles it automatically, so you’re never the one sending reminder texts at 9pm or calling between sessions.
Deliver a Professional Client Experience
Timely, well-designed communications reflect the quality of your practice. Clients notice when a business has its act together—and they’re more likely to return and refer others because of it.
Enforce Policies Without the Awkwardness
Having a record of no-shows and cancellations makes it easier to apply your cancellation policy fairly and consistently—without relying on memory or having uncomfortable conversations without the facts in front of you.
Get Set Up in Minutes and Start Reducing No-Shows with Ruana Today
Getting started with Ruana takes minutes, not days. Our team is here to help you transition from another platform. Set up your appointment reminders, customize your cancellation policy, and start protecting your schedule right away.