Guide · 8 min
How to reduce missed appointments
Reminders, a cancellation policy, deposits and a waiting list. What works, when, and in what order.
An appointment that doesn’t happen costs you twice: you lose the service and the slot someone else could have taken. The good news is that most no-shows aren’t ill intent. People simply forget.
Why appointments get missed
The most common reasons are simple: the client forgot, something came up and they didn’t know how to cancel easily, or they booked so far ahead that the appointment got lost in their schedule. Each reason has a different fix.
Reminders: the cheapest fix
A reminder the day before takes care of forgetting. For appointments booked weeks ahead, a second reminder a few hours before helps too. Put a link in the message to cancel or change the time. A client who cancels in good time is better than one who simply doesn’t turn up.
Reminders in Klingo
Sent automatically by email or SMS, at the time you choose, with a link to manage the appointment.
See howA cancellation policy that sticks
A cancellation policy works when it’s clear, fair and visible before booking. Write it in one sentence, for example “Cancel or change up to 24 hours before”. Show it on the booking page and in the reminder.
Deposits: when they’re worth it
A deposit makes sense for long or high-value services, and for first appointments. Your regular clients usually don’t need one, and it may put them off. Start where it hurts most.
A waiting list for slots that free up
Even with all of the above, some people will cancel. A waiting list offers the slot to the next person interested, one at a time and with a time limit, without you sending a single message.
Measure before and after
Before you change anything, note how many appointments you lose each month. Change one thing at a time and compare after a month. That way you know what really worked for your business.