Stewart SystemsChristian Stewart · Wollongong
Free template · Fix it Monday

The empty 4pm slot is a text you didn't send.

Confirm every booking the day before, and offer any slot that frees up to your waitlist. Two texts, set once in your booking or job software.

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Two texts, set once

1
The day before“Hi [Name], it's [Business] confirming your [appointment] tomorrow at [time]. Reply Y to confirm, or call us to move it.”
2
When a slot frees up“Hi [Name], [Business] here. A [time] spot just opened [day]. Want it? First to reply Y gets it. Reply STOP to leave the waitlist.”

Most booking and job software can send the first text automatically (Cliniko and Tradify do, for example). “Reply Y” only works from a number people can reply to, not a business-name sender. Keep health details out of texts, and only send the waitlist text to people who asked to join the list.

In an Australian physiotherapy clinic trial of 679 patients, a text reminder cut no-shows from 16% to 11% (Taylor et al., 2012).

How clinics fill the gaps a no-show leaves →

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Both texts, a short waitlist sheet, and where to set them up in common booking and job software.

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The board checks tomorrow's bookings each afternoon, flags anyone who hasn't confirmed and drafts the waitlist text for you to approve. The Snapshot is thirty minutes and a one-page map of where your business leaks time and money. Yours to keep.

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