How to Send Automatic Text Reminders That Simplify Follow-Ups

Keeping customers on schedule can be a challenge, especially when missed appointments and late payments cost your business time and money.

But what if there was a way to make sure customers never miss an important date without requiring extra effort from you? Automated appointment reminders make this possible.

Automating reminders allows you to eliminate the need for manual follow-ups while keeping customers engaged. Rather than tracking customer schedules manually, an SMS automation platform helps you schedule reminders in advance or trigger them based on customer actions.

In this guide, we’ll explore how to send automatic text reminders and introduce a texting platform that can help you fully automate the process.

Common Concerns About Automated Text Reminders

Many businesses recognize the value of automatic text reminders, but some have concerns before implementing them. Let’s look at some of the most common worries and why automated reminders are a smart choice for businesses of all sizes.

“Setting Up Automation Is Too Complicated”

Modern SMS platforms have simplified the automation process so much that you can start automating reminders in just a few minutes.

Textellent provides pre-built templates that let you create automatic appointment reminders, payment follow-ups, or event reminders without starting from scratch. Instead of manually sending messages, you can schedule reminders in advance and let the system handle the rest.

If you already use a calendar app, CRM, or scheduling software, SMS automation becomes even easier. Textellent integrates with platforms like Google Calendar, HubSpot, and Salesforce to trigger reminders based on customer activity.

“Customers Might Find It Annoying”

What frustrates customers isn’t the reminder itself but when businesses spam them with excessive SMS messages or send mass texts that feel robotic.

However, studies show that more than 75% of consumers prefer texts over emails or calls for appointment confirmations and reminders. People are busy, and a quick text is often seen as a helpful nudge rather than an intrusion.

The key is to send timely, relevant, and well-worded reminders. If a customer books an appointment with you, a polite reminder 24 hours in advance increases the chances that they’ll show up.

A second reminder an hour before ensures they don’t forget. When done right, reminders improve customer satisfaction instead of causing frustration.

“Automated Messages Feel Too Impersonal”

The right approach can make appointment reminder messages feel just as warm and engaging as a personal text from your team.

The key is personalization. Instead of sending a generic “Reminder: You have an upcoming appointment tomorrow,” you can personalize the message with the customer’s name, appointment details, and a friendly tone.

“It Might Be Too Expensive”

When customers forget appointments or fail to make payments on time, your business loses revenue. A simple reminder can prevent that.

Missed appointments and late payments add up quickly, costing you thousands of dollars each month. Automated reminders reduce these losses by keeping customers informed and engaged.

Text messaging is also one of the most affordable communication tools available. Platforms like Textellent offer flexible pricing where you only pay for what you use.

When compared to hiring staff to manually call customers or sending emails that often go unread, automated texts are a low-cost, high-return investment.

“I Don’t Know If It’s Legal”

Text messaging is regulated under laws like the Telephone Consumer Protection Act (TCPA) in the U.S. These laws protect consumers from spam while allowing businesses to send legitimate, permission-based messages.

You cannot send texts to customers who haven’t agreed to receive them. You must collect explicit opt-ins before sending automated messages.

The easiest way to do this is through a checkbox, written agreement, or text opt-in where customers subscribe by sending a keyword like “YES” to a business number.

Customers must be able to unsubscribe from receiving messages at any time. Platforms like Textellent handle this automatically. When a customer opts out, they are removed from future messages.

Also, you should only send reminders or notifications that the customer expects. If someone books an appointment, a reminder is appropriate. However, sending unrelated promotions without permission could violate regulations.

When Is the Best Time to Send Reminders?

The effectiveness of text message appointment reminders depends on when they are sent.

If a text arrives too early, the recipient might forget. If it arrives too late, they may not have enough time to act. Here’s what works best:

Sending appointment reminders 24 hours in advance gives customers time to prepare or reschedule. A second reminder one hour before ensures they don’t forget.

For payment reminders, a message three days before the due date prompts customers to take action early, while a follow-up on the actual due date reduces the chance of late payments.

For events, a reminder a week before keeps attendees engaged, and another on the day of the event helps prevent no-shows.

For subscription renewals, a text one week before renewal gives customers time to update their payment details, avoiding service interruptions.

With Textellent, you can set up automated schedules so multiple reminders go out at the right time without needing to manually track and send each one.

Sign up for a free trial or request a demo consultation today!

Trigger-Based vs. Scheduled Reminders

Both serve different purposes, and the best choice depends on how your business interacts with customers.

Scheduled Reminders

Scheduled reminders follow a fixed timeline. You decide in advance when messages will go out, ensuring a consistent schedule for customer communication.

If you run a business where appointments are booked days or weeks in advance, this method allows you to send reminders at set intervals, such as a day before and an hour before the appointment. This makes sure customers receive timely reminders without requiring additional effort from you.

Scheduled reminders are useful for businesses in healthcare, beauty and wellness, and professional services, where appointment-based scheduling is the norm. If you manage a subscription-based service, scheduled reminders can notify customers about upcoming renewal dates.

Trigger-Based Reminders

Trigger-based reminders respond to customer actions in real-time. Rather than sending messages on a predetermined schedule, these reminders are activated when a specific event occurs.

If a customer books an appointment online, they immediately receive a confirmation text. If they cancel, they get an automated message with a rescheduling link.

If a payment is overdue, a reminder is sent only when the due date passes. This type of automation makes sure customers receive relevant information at the exact moment they need it.

Businesses that handle bookings, payments, or order updates benefit greatly from trigger-based reminders because they provide instant feedback and reduce manual follow-ups.

How to Set Up Automatic Text Reminders With Textellent

If you want to automate text reminders without the hassle of manual follow-ups, Textellent makes it simple.

With built-in scheduling, customer management, and simple integrations, you can set up reminders in just a few steps.

Once in place, the system takes care of sending timely text message reminders to help reduce no-shows and keep your customers engaged.

Step 1: Create Your Textellent Account

To get started, you need to sign up for an account. Textellent offers a 14-day free trial where you can explore its features without any upfront commitment.

Once you sign up, set up your business profile by entering your company name, business category, and the phone number that will be used for sending messages.

Once your account is active, the system will guide you through setting up your business messaging profile. This ensures that when customers receive a text, they know it’s from you.

Having a recognizable sender improves engagement and increases the likelihood that customers will read and respond to your messages.

Step 2: Sync Your Customer Data and Appointments

Textellent makes it easy to import your customer database and connect it with scheduling tools.

If you already use HubSpot, Salesforce, or another CRM, you can integrate it with Textellent so customer data flows in automatically.

If you don’t use an external system, you can manually upload a list of contacts, including names, phone numbers, and appointment details. Once imported, Textellent will organize your customer list to make it easy to send reminders.

Step 3: Choose or Customize Your Reminder Templates

A well-written reminder makes all the difference. Textellent provides pre-built templates for common situations like appointment confirmations, payment reminders, and event notifications.

These templates can be personalized with customer names, dates, and specific details so that each message feels relevant and professional.

If you prefer a more customized approach, you can create your own templates from scratch. A strong reminder should include the recipient’s name, appointment details, and a call to action.

Step 4: Set Up Automation Rules for Sending Messages

Once your templates are ready, it’s time to schedule when and how reminders are sent. Textellent allows you to choose between scheduled and trigger-based reminders depending on your business needs.

If your business depends on appointment scheduling, you can set up reminders to be sent 24 hours before and again one hour before. If you handle subscription renewals or payment deadlines, you can schedule reminders three days before a due date and on the due date itself.

For businesses that need real-time interactions, trigger-based reminders can be activated when customers book an appointment, cancel a service, or make a purchase. Customers receive immediate confirmations and prevent any last-minute cancellations.

Step 5: Enable Two-Way Messaging for Customer Responses

Basic SMS automation tools can only send outgoing messages. However, Textellent allows two-way messaging, so customers can reply to confirm, reschedule, or ask questions.

If a customer responds to a reminder with “I need to reschedule,” you or your team can reply instantly or set up automated responses to direct them to an online rescheduling link.

This feature keeps communication smooth and reduces the need for follow-up calls or emails. Customers feel more engaged, and your business saves time by handling responses through text instead of phone calls.

Step 6: Track Performance and Optimize Your Reminders

After your system is running, you’ll want to monitor how well it’s working. Textellent provides detailed reports on message delivery rates, response rates, and customer engagement.

Once you notice that a certain reminder time isn’t getting high response rates, you can adjust the schedule to improve effectiveness.

Analyzing customer behavior can fine-tune your reminder strategy to reduce missed appointments and improve communication. Textellent’s dashboard gives you real-time insights, helping you make data-driven decisions that benefit your business.

Your Business on Auto-Pilot—Let Textellent Handle Your Reminders!

Keeping customers engaged and making sure they show up for appointments or make timely payments doesn’t have to be a struggle. With the right text reminder system, you can eliminate no-shows and prevent last-minute cancellations.

Textellent is a powerful automation platform that lets you send personalized, well-timed text reminders that feel natural.

Most texting services only offer basic messaging, but Textellent is built for businesses that want more. If you need simple appointment confirmations or full-scale customer engagement, this platform helps you communicate while saving time and preventing lost revenue.

It integrates with your CRM, scheduling tools, and customer database so that reminders are triggered automatically. Plus, with branded messaging and compliance tools, your texts always look professional and follow SMS regulations.

Experience the ease of automated reminders that run in the background while you focus on growing your business. No more missed appointments; just better communication and a more efficient workflow.

Sign up for a free trial or request a demo consultation today and take control of your customer interactions with automated text reminders that work.

FAQs About How to Send Automatic Text Reminders

How can I send automatic text reminders for free?

Some SMS platforms offer free trials, allowing you to test automated reminders before paying. Textellent provides a 14-day free trial, so you can try scheduling and automation features without any cost.

While free tools like Google Calendar notifications exist, they lack the customization and reliability needed for businesses. A dedicated SMS service is the best option if you need a long-term solution.

Can I set a reminder to send a text?

Many SMS platforms let you schedule text reminders in advance. Textellent allows you to set messages to go out a day before an appointment, a few hours before a deadline, or any time you choose.

It also supports trigger-based reminders, which send SMS appointment reminders when a customer books an appointment, makes a payment, or cancels a service.

Can I set my phone to send an automatic text?

Most phones don’t have built-in features for recurring automated texts. On Android, you can schedule texts using Google Messages or apps like Tasker. iPhones don’t have a built-in option, so third-party apps are needed.

However, if you want to automate reminders for customers, a platform like Textellent is a better choice because it handles scheduling, personalization, and responses.

How do you send text reminders to customers?

The easiest way to send text reminders to customers is by using an SMS automation platform. With Textellent, you can upload contacts, create message templates, and schedule reminders to be sent automatically.

If you already use a CRM or scheduling tool, you can connect it to Textellent to sync customer data and send reminders without manual effort.