Automated Reminders and Workflows

Booked meetings are only useful if people show up. StretchSchedule workflows automate the reminders and follow-ups that keep bookings on track — so you don't send them by hand.

What a workflow is

A workflow is an automated message tied to a trigger. Each workflow has:

• A title and description.
• A trigger — the event that starts it (for example, before a meeting begins or after it ends).
• A channel — how the message is sent (email or SMS).
• A delay — how long before or after the trigger the message fires (in minutes).
• A status — active or inactive.
• An optional event type it applies to, so you can tailor messaging per meeting type.

Common workflow patterns

• Booking confirmation — an immediate email when someone books, with the meeting details and location link.
• Reminder before the meeting — an email or SMS a set time before start (e.g. 24 hours and again 1 hour before) to cut no-shows.
• Follow-up after the meeting — a thank-you or next-steps message sent a delay after the meeting ends.
• No-show follow-up — a nudge to rebook when someone misses a meeting.

Viewing your workflows

Open Workflows in StretchSchedule to see the workflow templates configured for your organization, along with each one's trigger, channel, delay, status, and the event type it targets. The dashboard shows how many workflows you have and how many are active so you can confirm your automations are live.

How reminders reduce no-shows

Reminders work because they arrive when they're useful — a same-day SMS or an email the evening before catches people who booked weeks ago and forgot. Pairing a 24-hour reminder with a 1-hour reminder is a proven pattern: the first lets people reschedule if needed, the second catches them right before the call.

A realistic example

A dental office wants fewer missed appointments:

1. Confirmation email on booking with the appointment time and address.
2. SMS reminder 24 hours before the appointment (channel SMS, trigger before start, delay 1,440 minutes).
3. SMS reminder 2 hours before (delay 120 minutes).
4. Follow-up email 1 hour after the appointment ends inviting a review.

All four are set to active and target the Checkup event type. No-shows drop noticeably.

Pairing workflows with rules

Workflows complement your scheduling rules (see Scheduling Rules). A reminder that says "reply to reschedule" is most effective when your reschedule cutoff still allows the change — set the cutoff and the reminder timing so they reinforce each other.

Tips

• Layer two reminders (a day before and an hour before) for the biggest reduction in no-shows.
• Use SMS for time-sensitive nudges and email for detailed confirmations with links.
• Tailor messaging per event type — a sales demo and a support call warrant different tone and content.
• Keep follow-ups short with one clear next step (book again, leave a review, view notes).

FAQ

What channels are supported? Email and SMS.

Can a reminder fire both before and after a meeting? Yes — use separate workflows: one triggered before start, one after it ends, each with its own delay.

Can workflows target a specific event type? Yes — a workflow can be scoped to one event type so different meetings get different messaging.

Troubleshooting

• A reminder didn't send. Confirm the workflow is active and that its channel is configured (SMS requires a phone number on the booking; email requires the invitee's email).
• Reminders arrive at the wrong time. Check the delay — it's measured in minutes from the trigger, so 24 hours is 1,440.
• Only some meetings get reminders. The workflow may be scoped to one event type; add a workflow for the others or broaden its scope.