How to Set Up SMS Reminders (Text Message Notifications)

SMS Reminders - Send Text Message Notifications

TidyCal's SMS Reminders feature allows you to automatically send text message reminders to your attendees before their scheduled bookings. SMS reminders help reduce no-shows and keep your attendees informed via their preferred communication channel.

⚠️ Important: SMS Reminders are currently available for U.S. and Canadian phone numbers only.

Plan Required: ✅ Individual Plan ($29) or Agency Plan ($79)

How SMS Reminders Work

When you enable SMS reminders on a booking type:

1. Attendees provide their phone number during booking
2. TidyCal schedules SMS reminders based on your timing preferences
3. Reminders are automatically sent before the appointment
4. Attendees receive a text message with booking details

Supported Countries: United States and Canada

SMS Provider: TidyCal uses Vonage for reliable SMS delivery

How to Enable SMS Reminders

Step-by-Step Setup

1. Go to Booking Types in your TidyCal dashboard
2. Click on the booking type you want to add SMS reminders to (or create a new one)
3. Scroll down to the SMS Reminders section
4. Toggle Enable SMS Reminders to ON
5. Click Add Reminder to configure when the SMS should be sent
6. Set the timing (e.g., "60 minutes before booking", "24 hours before booking")
7. You can add multiple SMS reminders at different times
8. Click Save Booking Type

Customize Your SMS Message Template

You can customize the text message content that your attendees receive. TidyCal provides a default template, but you can personalize it for your brand.

Default SMS Template

Hi {{contact.name}}, friendly reminder that your booking with {{host.name}} is in {{booking.hours_until}} hours. See you then!

How to Customize the SMS Template

1. In your Booking Type editor, scroll to SMS Reminders
2. Find the SMS Message Template field
3. Edit the message text to match your brand voice
4. Use template variables (see below) to personalize messages
5. Keep messages concise (SMS has character limits)
6. Click Save Booking Type

Available Template Variables for SMS

You can use the same template variables in SMS messages as you use in email templates:

📚 Full List: See our complete Email Template Variables Reference - all variables work in SMS too!

Example SMS Templates

For consultations:

Hi {{contact.name}}! Your {{booking_type.name}} with {{host.name}} is tomorrow at {{booking.time}}. Meeting link: {{booking.location}}

For fitness classes:

Reminder: {{booking_type.name}} starts in {{booking.hours_until}} hours! See you at {{booking.time}}. - {{host.name}}

For medical appointments:

{{contact.name}}, your appointment with Dr. {{host.name}} is on {{booking.date}} at {{booking.time}}. Please arrive 10 minutes early.

SMS Reminder Timing Options

You can configure when SMS reminders are sent before the appointment:

Common Timing Options

• 5 minutes before - Last-minute reminder (good for virtual meetings)
• 30 minutes before - Short-notice reminder
• 1 hour before - Standard reminder for same-day appointments
• 2 hours before - Good for appointments requiring travel
• 24 hours before - Most popular option (1 day notice)
• 48 hours before - 2-day advance notice
• 1 week before - For important appointments or events

Setting Multiple SMS Reminders

You can add multiple SMS reminders at different times. Common combinations:

• Professional Services: 24 hours + 1 hour before
• Medical/Dental: 48 hours + 24 hours before
• Fitness Classes: 24 hours + 30 minutes before
• Consultations: 24 hours before only

How to add multiple reminders:

1. Click Add Reminder button
2. Set timing for first reminder
3. Click Add Reminder again for second reminder
4. Set different timing for second reminder
5. Repeat as needed

Phone Number Requirements

Supported Countries:

• 🇺🇸 United States
• 🇨🇦 Canada

Phone Number Format:

• Must be a valid U.S. or Canadian phone number
• Mobile numbers only (landlines cannot receive SMS)
• Format: (555) 123-4567, 555-123-4567, or 5551234567
• TidyCal automatically formats phone numbers

SMS Delivery Tracking

TidyCal tracks SMS delivery status for each message sent:

• Queued: SMS is scheduled to be sent
• Sent: SMS has been transmitted to carrier
• Delivered: Confirmed delivery to phone
• Failed: Delivery failed (invalid number, carrier issue)

You can view SMS delivery status in your bookings dashboard (feature availability may vary by plan).

SMS Costs and Limits

Pricing: SMS reminders are included in your Individual Plan or Agency Plan at no additional cost per message.

Character Limits:

• Standard SMS: 160 characters per segment
• Unicode/Emoji SMS: 70 characters per segment
• Messages longer than the limit are split into multiple segments
• TidyCal automatically calculates segments when you type

Troubleshooting SMS Reminders

Attendees Not Receiving SMS

Q: My attendees aren't receiving SMS reminders. What should I check?

A: Common solutions:

1. Verify SMS is enabled: Check booking type settings → SMS Reminders → Toggle is ON
2. Check phone number: Ensure U.S. or Canadian number was provided
3. Verify mobile number: Landlines cannot receive SMS
4. Check spam/blocked numbers: Ask attendee to check blocked messages
5. Verify timing: Reminder is scheduled for future (not past)
6. Check carrier: Some carriers have SMS filtering

Chinese/Unicode Characters Showing as Question Marks

Q: My SMS messages show question marks (?) instead of Chinese characters or emojis.

A: TidyCal supports Unicode characters in SMS (including Chinese, Japanese, Korean, emojis). If question marks appear:

1. Verify the phone carrier supports Unicode SMS
2. Note: Unicode messages have a 70-character limit (vs 160 for standard)
3. Some older phones may not display Unicode correctly

Note: Recent bug fixes (December 2025) improved Chinese character support in SMS reminders.

Template Variables Showing Blank

Q: Variables like {{booking.hours_until}} are showing as blank or "0".

A: This was a known issue that has been fixed. If you still see this:

1. Verify you're using the latest TidyCal version
2. Check that the booking has a valid date/time
3. For bookings less than 1 hour away, use {{booking.minutes_until}}   instead

SMS Reminders Not Sending at All

Q: SMS reminders are enabled but not sending.

A: Check these items:

1. Plan verification: Ensure you're on Individual or Agency Plan (not Free Plan)
2. Booking status: SMS only sends for confirmed bookings (not cancelled)
3. Phone number required: Attendee must provide phone during booking
4. Timing: Reminder must be scheduled in the future
5. Contact support: If all else fails, reach out to TidyCal support with booking details

SMS Reminders vs Email Reminders

💡 Best Practice: Use BOTH SMS and email reminders together for maximum effectiveness. Send detailed information via email and quick reminders via SMS.

Common Use Cases for SMS Reminders

Medical & Dental Practices

• Reduce no-shows for expensive appointment slots
• Send 48-hour and 24-hour reminders
• Include "reply CONFIRM to confirm appointment" instructions

Fitness & Wellness

• Remind class attendees 1-2 hours before start
• Reduce last-minute cancellations
• Send motivational messages

Professional Services

• Consultation reminders for lawyers, accountants, coaches
• Send meeting links 1 hour before virtual meetings
• Professional, concise communication

Education & Tutoring

• Remind students of tutoring sessions
• Send lesson materials links via SMS
• Reduce missed classes

Frequently Asked Questions

Q: Do attendees need to opt-in to receive SMS?

A: By providing their phone number during booking, attendees consent to receive booking-related SMS notifications.

Q: Can attendees reply to SMS reminders?

A: SMS reminders are sent from a one-way number. For two-way communication, include your contact number in the message template.

Q: Can I send SMS to international numbers?

A: Currently, SMS reminders are limited to U.S. and Canadian phone numbers only.

Q: How many SMS reminders can I send per booking?

A: You can configure multiple reminders (e.g., 24 hours, 1 hour, 30 minutes before). Most users send 1-2 reminders per booking.

Q: What happens if the booking is rescheduled?

A: SMS reminders are automatically recalculated based on the new booking time. Old reminders are cancelled.

Q: What happens if the booking is cancelled?

A: All scheduled SMS reminders are automatically cancelled when a booking is cancelled.

Q: Can I test SMS reminders before going live?

A: Yes! Create a test booking with your own phone number to see how SMS reminders work.

Q: Do SMS reminders work with package bookings?

A: Yes! Each date in a package booking receives separate SMS reminders based on its scheduled time.

Getting Started with SMS Reminders

Ready to reduce no-shows? Follow these steps:

1. Upgrade to Individual Plan or Agency Plan (if not already)
2. Edit your booking type and enable SMS Reminders
3. Set reminder timing (recommended: 24 hours before)
4. Customize your message with your brand voice
5. Test with your own phone to see it in action
6. Monitor results and adjust timing as needed

Need help? Contact TidyCal support if you have questions about SMS reminders.