WhatsApp reminders
WhatsApp appointment reminders patients actually see
Patients who opt in when they book get their confirmation, reminder and any changes on WhatsApp. Outdated reminders are dropped automatically, so nobody is reminded about an appointment that moved.
Demo Clinic
Business account
Booking received
Hi Sana, we've received your request for Laser hair removal on Sat 20 at 11:30 AM. We'll confirm shortly.
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Confirmed
Your appointment on Sat 20 at 11:30 AM is confirmed. Manage your booking: democlinic.example/b/…
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Reminder
Reminder: your appointment is tomorrow at 11:30 AM at Demo Clinic.
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Reminders that miss the patient
A reminder only helps if the patient reads it and it is still correct.
Someone has to remember to remind
The front desk sends reminders by hand from a personal phone. On a busy day, some patients simply don't get one.
Messages sent to the wrong time
A patient moved her appointment to Thursday, then got a reminder for Tuesday. Now she isn't sure which one is real.
Reminders tied to one phone
Reminders live on one staff member's phone. When that person is off sick or leaves, nobody knows which patients were already reminded.
How it works
How WhatsApp messages reach patients
Everything runs through your booking system. Your team doesn't send anything by hand.
The patient opts in at booking
On the booking form, patients choose whether they want WhatsApp updates. No opt-in, no WhatsApp messages.
Booking received
They get a message saying the request has arrived, so they know it went through.
Booking confirmed
Once the appointment is confirmed, instantly or by your team, a confirmation follows.
Reminder before the visit
A reminder is sent ahead of a confirmed appointment, at the timing you set in the admin panel.
Changes and cancellations
If the appointment is rescheduled or canceled, the patient is told, and older reminders are dropped.
Demo Clinic
Business account
Booking received
Hi Sana, we've received your request for Laser hair removal on Sat 20 at 11:30 AM. We'll confirm shortly.
template
Confirmed
Your appointment on Sat 20 at 11:30 AM is confirmed. Manage your booking: democlinic.example/b/…
template
Reminder
Reminder: your appointment is tomorrow at 11:30 AM at Demo Clinic.
template
Official WhatsApp, not a workaround
Messages are sent through the Meta WhatsApp Business Cloud API using official message templates. That is Meta's official route for business messages, not an unofficial add-on.
We connect WhatsApp for your clinic during setup. Once it is live, you can switch WhatsApp messages on or off in your settings.
What this is, and what it isn't
This feature sends booking confirmations and reminders. It is not a WhatsApp chatbot, and patients can't book an appointment inside WhatsApp.
Patients book on your website through online booking, and questions at any hour go to the AI assistant on your site. WhatsApp keeps them informed about the appointment they already made.
Five messages, each with a clear job
Patients who opt in receive a WhatsApp message when:
- Their booking request is received
- Their booking is confirmed
- Their appointment is coming up (the reminder)
- Their appointment is rescheduled
- Their appointment is canceled
Old reminders never go out
If an appointment is canceled, moved to another time or has already started, any reminder waiting for the old time is dropped automatically. The patient only hears about the appointment that is actually happening.
That protects patient trust. A reminder they can rely on is one they will keep reading.
Only confirmed appointments get reminders
Reminders are sent for confirmed appointments only. If you use manual confirmation and a request is still waiting, no reminder goes out for it.
Patients are never nudged to turn up for a slot the clinic hasn't agreed to.
Meta's own fees
Meta charges businesses its own per-message fees for WhatsApp Business messages. Those fees are set by Meta and billed separately from Velvet Lead. Check Meta's current WhatsApp Business pricing for your country before you switch it on.
Where WhatsApp reminders fit
Many clinics already talk to patients on WhatsApp. A hijama clinic or an aesthetic clinic whose patients first message on Instagram or WhatsApp can keep booking updates in the app those patients already use.
A physiotherapy clinic running a course of sessions can make sure each confirmed visit has its own reminder, and a dental clinic can let patients know promptly when a check-up is rescheduled.
Patients who don't opt in still get email updates. See appointment confirmation emails for that side, and no-show reduction for how reminders work with the rest of your booking rules.
Honest limits
What WhatsApp reminders don't do
WhatsApp does one job here, and we want that to be clear.
- No two-way WhatsApp chatbot. Patient replies aren't answered automatically.
- No booking inside WhatsApp. Patients book on your website.
- Messages go only to patients who opt in when they book.
- No SMS. Updates go by WhatsApp and email only.
- Meta charges its own per-message fees, separate from Velvet Lead.
- Reminders can help patients remember, but no reminder can promise that every patient turns up.
Built for clinics like yours
- Hijama clinics Named practitioners, Sunnah day offers and WhatsApp reminders
- Aesthetic clinics Injectables, skin boosters, consultations and a gallery with consent
- Physiotherapy clinics Assessments, follow-ups and therapist schedules in one diary
- Dental clinics Check-ups, whitening and aligner consultations booked online
FAQ
Questions clinics ask
Which WhatsApp system do you use?
The Meta WhatsApp Business Cloud API, with official message templates. It is Meta's official route for businesses sending WhatsApp messages.
Do all patients get WhatsApp messages?
No. Only patients who opt in to WhatsApp updates when they book. Everyone who books still receives email updates.
Can patients book or chat with a bot on WhatsApp?
No. WhatsApp is used for confirmations and reminders only. Patients book on your website, and the AI assistant answers questions on your website.
What happens to a reminder if the appointment is moved?
The old reminder is dropped automatically. The patient gets a rescheduled message, and only the new appointment time is reminded.
Does WhatsApp cost extra?
Meta charges its own per-message fees for WhatsApp Business messages, billed separately from Velvet Lead. Rates depend on Meta's current pricing, so check it for your country.
Can we turn WhatsApp messages off?
Yes. WhatsApp can be switched on or off in your settings. Email confirmations and reminders continue either way.
Do unconfirmed requests get reminders?
No. Reminders only go to confirmed appointments. A request still waiting for your team gets a “booking received” message, not a reminder.
See the WhatsApp messages patients receive
Book a demo and we'll make a booking on our demo clinic, then move it, so you can watch the old reminder drop.