⏰ Automated Reminders & When They're Sent
The system runs in the background and automatically sends reminders and other notifications. You don't need to trigger anything manually — it all happens automatically.
How automation works
The system regularly checks reservations and decides what needs to be sent:
| Check | Frequency | What it does |
|---|---|---|
| Reservation reminders | Every 15 minutes | Sends a reminder to guests whose reservation starts within the configured hours |
| Review requests | Every hour | Sends an email to guests whose visit was marked as Completed |
| Waitlist expiry | Every hour | Marks expired waitlist entries |
Reminder before reservation
When it's sent: The system looks for reservations starting within X hours (X is configured by you, default is 24 hours).
Who receives it: Only reservations that:
- Have status Confirmed or Pending
- Haven't received a reminder yet (the "Reminder sent" field is empty)
What is sent:
- Email with a reminder
- SMS (if the guest provided a phone number and SMS is enabled on Pro/Max plan)
How do I know it was sent: The reservation's Reminder sent field is filled in with the date and time.
Review request after visit
When it's sent: The system looks for reservations marked as Completed that haven't received a review request yet.
What is sent: Email with a link to the rating form.
How do I know it was sent: The reservation's Review request sent field is filled in.
Manual trigger
If you need to send reminders immediately (e.g. if they were temporarily disabled), you can trigger them manually:
- Log in as a manager.
- In Settings or the admin, look for Trigger reminders now or contact support.
Setting the reminder time
- Go to Reservations → Appointments Settings → Notifications.
- Set Reminder time (hours before reservation) — e.g. 24.
The system will then send a reminder to all reservations starting within less than 24 hours that haven't received one yet.
Protection against duplicate sending
Each reminder and each review request is sent at most once. The system tracks what was sent and never sends duplicate messages.