Infographic · Appointments
From message to booked appointment
From lesson 4: Build an appointments and follow-up system of the free course.
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Claudia Academy cover with the title “From message to booked appointment.” The subtitle says: five steps from the first question to an appointment that actually happens, for salons, garages, clinics and any business that works with appointments.
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Five numbered steps from message to appointment. One, record the request: who, which service and which times. Two, check availability and offer two concrete options. Three, confirm: day, time, service and address in one message. Four, remind, only if the customer has agreed to that. Five, follow up: say thank you, suggest a follow-up appointment or call a customer who didn't show up.
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Four example messages. Offering options: I have an opening Thursday at 10:00 AM or Friday at 3:30 PM, which works better for you? Confirmation: your appointment is on Friday at 3:30 PM, with service and address, is that correct? Reminder: we look forward to seeing you tomorrow at 3:30 PM, and if you can't make it, let us know. Afterward: thank you for your visit, would you like me to book your next appointment now?
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Four common mistakes with appointments: open questions like “When can you come?” instead of two concrete options; no confirmation in writing; sending reminders without permission; and using two calendars side by side, which leads to double bookings.
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Summary: request, availability, confirm, remind and follow up. Record each step in one place, and you will always see where an appointment stands.
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Pointer to the free Claudia Academy lesson “Build an appointments and follow-up system,” at claudia.bitsplease.org/en/academy/customer-service-system/lesson-4-appointments-follow-up.
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