Reminders and no-shows
Send confirmations and reminders by SMS, WhatsApp or email, let guests reschedule or cancel with a link, and track no-shows. In-person bookings become expected visits.
Agoo is in early access. This page describes the feature as it ships to early-access organisations; screens are illustrative.
Most missed meetings are forgotten meetings. Agoo reminds guests on the channel they actually read, makes it easy to move a meeting instead of skipping it, and records who didn't turn up.
Confirmations
As soon as a booking is made (or confirmed by the host, for booking types that require confirmation), the guest gets a confirmation on the channel they chose: SMS, WhatsApp or email. It includes:
- the date, time, host and how you're meeting,
- for in person: the address, map pin and QR pass; for video: the meeting link; for phone: who calls whom,
- a calendar file to add it to their calendar,
- links to reschedule or cancel.
The host is notified of every new booking in the Workspace app.
For booking types that require confirmation, the guest gets a message at each step instead of a single confirmation:
| When | The guest is told |
|---|---|
| They book | Their request was received and the host will confirm it |
| The host confirms | The confirmation above, with the pass for in-person meetings |
| The host declines | The request wasn't accepted, with the host's reason only if the host shares it |
| Nobody answers within the confirmation window | The request couldn't be confirmed |
Reminders start only once a booking is confirmed.
Reminders
Set reminders per booking type, in Console → Bookings → Booking types → (type) → Reminders. A good default is two:
| When | Channel | Says |
|---|---|---|
| 1 day before | The guest's chosen channel | The time and place, with reschedule and cancel links |
| 1 hour before | The guest's chosen channel | "See you at 10:30 am", with directions or the video link |
You can add or remove reminders and change their timing. Hosts can get a reminder too, by push.
Reminders count towards your messaging allowance: each SMS uses one SMS credit and each WhatsApp message one WhatsApp message, then your wallet. Email and push are included. See Plans and limits.
Reschedule and cancel links
Every confirmation and reminder carries two secure links, unique to that booking:
- Reschedule opens the booking page with the same details filled in, showing only free slots. The host is told, and the meeting moves in their calendar.
- Cancel asks for an optional reason, then frees the slot. The host is told, and anyone on the waitlist can be offered the time.
Changes follow the booking type's minimum notice: if a booking type needs 4 hours' notice, the links stop offering changes inside those 4 hours and suggest contacting the host instead.
Hosts and receptionists can reschedule or cancel from Console → Bookings or the Workspace app; the guest is told automatically.
Bookings become expected visits
For in-person bookings, Agoo creates an expected visit at the site as soon as the booking is confirmed:
- The guest's confirmation includes a QR pass and directions.
- The visit appears in Console → Visitors → Expected for the day, so reception knows who's coming.
- The guest scans the pass at the kiosk or gate. Their booking answers have already filled in the visitor form.
- The host is told the guest has arrived.
If the booking is rescheduled, the visit and pass move with it; if it's cancelled, so is the visit.
No-shows
- In person: if the guest hasn't checked in by the end of the booking, the booking and its visit are marked No-show automatically.
- Video, phone and at their location: Agoo can't tell whether the meeting happened, so the host marks it No-show in the Workspace app or Console → Bookings after the meeting.
No-shows appear on the booking calendar and in Console → Reports, by host, booking type and period. Use them to adjust reminders, or to turn on Requires confirmation for booking types that are often missed.