1
What You Can Automate
Jtek can handle the entire lifecycle of an appointment automatically — from the moment someone books to the follow-up after they show up (or don't). Here's a full picture of what's possible.
- Booking confirmation SMS/email — Fire instantly when someone books. Confirms the time, shares the Zoom link, and sets expectations for the call.
- 24-hour reminder — Automated message the day before the appointment to reduce no-shows. Leads forget — a reminder keeps your show rate high.
- 1-hour reminder — A final nudge sent 60 minutes before the call. Include the Zoom link again so they don't have to dig for it.
- Post-appointment follow-up — Fires after the appointment is marked as Showed/Completed. Send next steps, a resource, or a recap of what was discussed.
- No-show re-booking sequence — Triggers when an appointment is marked No-Show. Automatically reaches out to reschedule so you don't lose the lead.
Tip: The combination of a 24-hour reminder and a 1-hour reminder consistently produces show rates of 80%+ compared to 50–60% without reminders. Both are worth setting up.
2
Setting Up a Confirmation Message
The confirmation message fires the moment a lead books. It's your first touchpoint post-booking and sets the tone for the call. Keep it warm, clear, and include all the details they need.
- Open your calendar settings — Calendars → click your calendar → Settings tab.
- Find "Confirmation Email/SMS" — Look in the Notifications section of the calendar settings. There will be toggles for both email and SMS confirmation.
- Enable the confirmation — Toggle it on. A message editor will appear where you can customize the text.
- Customize the message — Use merge fields like
{contact.first_name},{appointment.date}, and{appointment.time}to personalize the message. Include the Zoom link if using video. - Save and test — Click Save, then do a test booking from your booking link. Confirm the confirmation message arrives on your phone or email as expected.
Tip: Keep the confirmation SMS under 160 characters so it sends as a single message. Long messages get split and look unprofessional on some carrier networks.
3
Appointment Reminder Workflow
Reminders are built as workflows in Jtek. The workflow waits until the right time relative to the appointment and fires your message automatically — no manual work required.
- Go to Automations → Workflows → + New Workflow — Name it something like "Appointment Reminders."
- Set the trigger to "Appointment Booked" — Choose your specific calendar from the trigger options so the workflow only fires for that calendar's bookings.
- Add a Wait step: "Wait until 24 hours before appointment time" — In the workflow canvas, click + Add Action → Wait. Set the wait to trigger 24 hours before the appointment's scheduled time (not 24 hours after the trigger).
- Add a Send SMS action — After the wait, add "Send SMS." Write your 24-hour reminder message. Include the meeting time and Zoom link.
- Add another Wait + SMS for the 1-hour reminder — After the 24-hour SMS, add another Wait (set to appointment time minus 1 hour) followed by a second Send SMS with the Zoom link front and center.
Trigger: Appointment Booked
Wait: 24 hours before appointment
Send SMS: 24-hour reminder
Wait: 1 hour before appointment
Send SMS: 1-hour reminder + Zoom link
Tip: Make the 1-hour reminder feel personal rather than robotic: "Hey [First Name], just a heads up — we're on for [Time] today. Here's the link: [zoom]. See you soon!" converts much better than a generic automated message.
Important: Make sure your Jtek account time zone matches the lead's time zone, or set up time zone detection in the calendar settings. Sending a "1-hour reminder" at the wrong time due to a time zone mismatch will confuse or frustrate leads.
4
Post-Appointment Follow-Up
The window right after a call is your highest-leverage moment. The lead is engaged, the conversation is fresh, and they're most likely to take the next step. An automated follow-up captures that momentum.
- Create a new workflow — Automations → Workflows → + New Workflow. Name it "Post-Appointment Follow-Up."
- Set the trigger to "Appointment Status = Completed" — This fires when you (or Jtek) marks an appointment as Showed/Completed. Make sure you're marking appointments after each call.
- Add a Wait step of 2 hours — Give the lead time to review any materials you mentioned before your follow-up arrives.
- Add a Send SMS action — Write a warm, specific follow-up: "Hey [First Name], great talking today! Here are the next steps we discussed: [link or details]. Feel free to reply if you have any questions."
- Optionally add a follow-up email — Add a Send Email action after the SMS to send a more detailed recap with any documents, links, or resources you promised on the call.
Tip: Reference something specific from the call in the automated message if you can — even a merge field like their address or price point makes it feel personal rather than templated.
5
No-Show Re-Booking
No-shows happen. But most no-shows aren't dead leads — they just got busy or forgot. An automated re-booking sequence recovers a significant portion of them without any manual effort on your part.
- Create a new workflow — Automations → Workflows → + New Workflow. Name it "No-Show Recovery."
- Set the trigger to "Appointment Status = No-Show" — This fires when an appointment is marked No-Show after the scheduled time passes.
- Add a Wait step of 30 minutes — Wait a short time so the message doesn't arrive while they might still be trying to join the call.
- Add a Send SMS action — Write something human: "Hey [First Name], I had you down for a call just now — did something come up? No worries at all. Here's the link to grab another time: [booking link]"
- Add a follow-up email 24 hours later — If they don't rebook from the first SMS, send an email the next day with your booking link again and a brief note that you'd still love to connect.
Tip: Keep the no-show recovery message empathetic and low-pressure. Leads who feel blamed or pressured will not rebook — leads who feel understood often will.