Scheduling messages and appointment reminders

Scheduled messages and reminders: what differs

Zapini offers two ways to send something in the future: scheduled messages at /scheduled-messages, for a one-off send at a set date and time, and appointment reminders tied to the calendar, to alert people about bookings.

Scheduling a message

Use /scheduled-messages when you want a message to go out at a specific moment — for example, a notice the next morning or a payment reminder.

1. Go to /scheduled-messages and create a new schedule.
2. Choose the recipient and write the message.
3. Set the send date and time.
4. Confirm the sending number (instance) and save.

At the chosen time, the message is sent automatically from the selected number.

Appointment reminders

In the calendar, each appointment can trigger automatic reminders before the booked date. Reminders are multi-channel — they can go via WhatsApp and email — to reduce no-shows and lateness.

• Set when the reminder should be sent (for example, hours or days in advance).
• Choose the reminder channels, such as WhatsApp and email.
• Reminders are sent automatically according to the appointment\'s settings.

Recurring appointments

For bookings that repeat, use recurrence: the calendar generates the following appointments automatically, and each one keeps its own reminders.

💡 Tip: combine recurrence with multi-channel reminders for periodic services — the customer gets a WhatsApp and email alert before each appointment, without you having to enter everything manually.

Best practices

1. Check the time zone and time before saving a schedule.
2. For reminders, choose enough lead time for the customer to get organized.
3. Review recurring appointments regularly to keep them up to date.