Appointment Assistant
Confirm visits and handle changes automatically.
It sends appointment reminders, collects confirmations and handles rescheduling or cancellation within the business’s stated policy, keeping the calendar current. A move secures the replacement before the original slot is released, and freed slots are passed on to the waitlist.
A real customer situation
A salon client receives a reminder for Thursday’s cut and colour and needs to move it to the following week. Staff are with clients all day, so replies wait, the calendar drifts and cancelled slots are noticed too late to refill.
Where the owner wants to be
Every upcoming appointment is either confirmed, moved to a verified replacement or cancelled with the slot handed to the waitlist — and anything late or unclear sits with a person, not a guess.
What it handles
- Checks the booking is still current before every reminder
- Classifies confirm, move and cancel replies, and asks when a reply is unclear
- Moves a booking by holding and verifying the replacement before releasing the original
- Routes requests inside the late-cancellation window to staff review
- Passes every released slot to the waitlist workflow
What it deliberately does not do
- Never charges a cancellation fee in the demo; fees are a staff decision
- Silence never cancels a booking unless the displayed policy expressly says so
- A failed replacement never touches the original booking
- The public demo sends no messages and changes no real calendar
Interactive demo
Try it with sample data
No sign-up needed. Pick a scenario, change the inputs, then play the customer and the owner. The right-hand panel only shows what the workflow actually recorded.
Interactive simulation using a sample salon calendar. No messages are sent, no real appointment is changed and no cancellation fee is charged.
Choose a scenario
The client confirms Thursday’s cut and colour.
Highlights the matching reply; you can still choose any reply.
Makes the first replacement attempt fail in the chosen way.
Customer side · SMS thread with the client
Press “Run scenario” to start. Every message and record here comes from sample data.
Workflow and harness
How Appointment Assistant runs
Reference schematic for the proposed workflow. Blue steps do the work, purple paths handle exceptions and returns, and amber checks are the harness controls that a step cannot pass without.
Overview — business stages
Read the full flow as text
- Appointment reminder due (business step)
Reminder window reached (72 h before). Output: Reminder task. Leads to: Check current booking. - Check current booking (business step)
Booking still exists, unchanged. Output: Verified current booking. Leads to: Send confirmation request. - Send confirmation request (business step)
Up to 3 messages, 24 h apart; policy stated. Output: Reminder message. Leads to: Handle customer response. - Handle customer response (business step)
Confirm / move / cancel; unclear → ask, then staff. Output: Classified intent, chosen slot. Leads to: Confirm move or cancel; No reply. - Confirm move or cancel (business step)
Policy window; hold replacement before anything is released. Output: Allowed change with held slot. Leads to: Update calendar and notify; Replacement fails; Late cancellation. - Update calendar and notify (business step)
Write, read back, then release old slot and notify. Output: Confirmed / moved / cancelled booking; waitlist event. - No reply (exception or return path)
Re-check booking and remind, max 3; silence never cancels unless the displayed policy says so. Output: Reminder or stop with kept booking. Leads to: Check current booking (limited reminder). - Replacement fails (exception or return path)
Keep the original; offer another time or staff. Output: Original booking unchanged. Leads to: Handle customer response (keep original). - Late cancellation (exception or return path)
Route to staff review; no automatic fee. Output: Policy review task. - Current appointment (harness check)
Read back before each message. Output: Active / changed. Leads to: Check current booking (required check). - Policy and slot checks (harness check)
Outside late window; replacement held. Output: Allowed / review / slot failed. Leads to: Confirm move or cancel (required check). - Verified calendar update (harness check)
Read-back must show the change before notifying. Output: Verified change. Leads to: Update calendar and notify (required check).
Harness controls
- Verify the booking is current before each message
- Apply the late-change window and send late requests to staff
- Bound reminders; silence cancels only under a displayed policy
- Transactional reschedule: hold and verify the new slot before releasing the old
- Verify every calendar write by read-back
- No unsupported charges
Systems and data
Production uses the calendar, customer preferences, messaging and the cancellation policy configuration. The demo uses a fixture salon calendar, three fixture replacement slots, an outbox that holds every message and a simulated waitlist event.
Demo boundary
External calls, customer messages, payments and business writes use synthetic fixtures and an on-screen outbox. The demo shows only verified demo state. Custom production connections are a paid implementation deliverable.
What gets delivered
The records your business receives
Client confirmation
Confirmed time, or the new booking reference with the old appointment shown as released.
Owner handoff
Policy review task for late requests, or a call task when the client does not reply or a replacement fails.
Appointment record
Old and new calendar entries, messages sent against the limit, policy applied and the waitlist event for any released slot.
Custom deployment
Configured for your business during a paid implementation. Integrations are confirmed during discovery, never assumed.
Your business rules
- Reminder timing and the maximum number of messages
- Late-change window and who reviews late requests
- Whether silence ever releases a booking, and how that is stated to clients
- Which replacement times may be offered for each service and stylist
Systems we connect
Measurement
We measure completed business against a baseline, not messages sent. No results are promised before discovery.
Business results
- Attendance rate
- Successful reschedules
- Hours recovered from cancellations
Operational reliability
- Originals released without a verified replacement (target: zero)
- Messages beyond the reminder limit (target: zero)
- Bookings cancelled by silence without a stated policy (target: zero)
Want this confirming visits in your own booking system?
Book a call about Appointment Assistant. We start with discovery: your current process, volumes, systems and who handles exceptions. The proposal then defines the integrations, approvals and acceptance tests before anything goes live.