Video Guide

🔄 Schedule

Appointment Statuses & Notifications

Complete guide to automatic statuses, client reminders, and notification system

Why do we need statuses?

Status and automatic notification system helps manage appointments effectively, reduce no-shows, and improve client communication.

System benefits:

Automatic reminders to clients about upcoming meetings
Reduce missed visits by 50-70%
Track confirmation and cancellation statistics
Save time on manual calls and messages

Status Types

4 main statuses for managing appointments

Each appointment goes through several statuses from creation to completion. The system automatically changes statuses or you can do it manually.

Confirmed

Client confirmed they will attend

When it's set: Client clicked 'Confirm' in message or you set manually

Waiting

Reminder sent, awaiting client response

When it's set: Automatically set when reminder is sent at the set time before meeting

Arrived

Client came to appointment

When it's set: Set manually by master when client arrives

No Show

Client didn't show up

When it's set: Set manually by master if client didn't arrive

Automatic Reminders

How the notification system works

ZmanUp automatically sends reminders to clients at the set time before meeting. You configure when and how often to send.

Reminder settings:

Send time: How many hours/minutes before meeting (e.g., 24 hours or 3 hours before)
Content: Meeting info: date, time, service, address
Automatic status: After sending reminder, status changes to 'Waiting'

Example message:

Hello Anna! Reminder about your appointment tomorrow at 2:00 PM for manicure with master Maria. Address: 10 Example St. Confirm or cancel via link...

💡 Optimal time to send reminders - 24 hours and 3 hours before meeting. This gives client time to adjust plans.

Client Confirmation

Interactive link in message

Each reminder has a special link where client can confirm or cancel appointment with one click.

What client can do:

Confirm meeting

Status automatically changes to 'Confirmed'

Cancel meeting

Appointment is canceled, time is freed for other clients

✅ You immediately receive notification about client's action and see updated status in calendar!

Manual Status Change

When to change status manually

While many statuses change automatically, sometimes you need to do it manually.

When to change manually:

Client arrived - set 'Arrived'
Client called and confirmed - set 'Confirmed'
Client didn't show - set 'No Show'
Client canceled by phone - cancel appointment

How to change status:

Open appointment card in calendar
Click on current status
Select new status from list

Notification Channels

WhatsApp and SMS

Available sending methods:

Instant messages with clickable links

Advantages

Nearly 100% delivery
Client sees message immediately
Clickable link for confirmation

SMS

Text messages to phone number

Advantages

Works on any phone
Doesn't require internet for client
High delivery reliability

ℹ️ We recommend using WhatsApp as main channel and SMS as backup for clients without WhatsApp.

Notification Language Selection

3 languages for your clients

You can send notifications in the language your client understands. This increases read and response rates.

Supported languages:

🇷🇺 Русский🇬🇧 English🇮🇱 עברית

💡 Language can be selected when creating appointment or changed later in client settings. Default is master's interface language.

Usage Recommendations

⏰ Optimal Timing

Send first reminder 24 hours before, second 3 hours before meeting. This gives client time to react and reduces no-shows.

✅ Update Statuses

Always update status when client arrives or doesn't arrive. This helps build statistics and understand client reliability.

📊 Analyze Data

Use status reports to understand: which clients are reliable, when there are more cancellations, whether to change reminder timing.