What’s the easiest way to reduce no-shows for my appointments?
It’s frustrating to set aside time for an appointment, only for the customer to vanish at the last minute. No-shows can throw off your whole day, cost your business real money, and even strain relationships with good clients. But what’s the simplest way to get your no-show rate down—without hounding people or spending hours following up?
Why do people miss appointments in the first place?
Most people don’t skip appointments to be rude. More often, they simply forget, double-book themselves, or get stuck in a last-minute conflict. According to a study from the American Journal of Medicine, forgetfulness is the number one reason people don’t show up to appointments, with some industries reporting rates as high as 30% for missed bookings (source). This is especially true if there’s a long gap between booking and the appointment itself. Life gets busy, and if your reminder system isn’t keeping up, clients will slip through the cracks.
What’s the single most effective tactic for reducing no-shows?
The easiest and most effective way to cut down on missed appointments is to use automated appointment reminders. Sending a quick text or email before the meeting can cut your no-show rate in half—or even more—according to Harvard Medical School. Automation does the heavy lifting, so you don’t have to chase people down.
Why do reminders work so well?
Reminders take advantage of the fact that people are busy and distracted. When someone gets a reminder the day before (and maybe again an hour before), they’re much more likely to remember—and prioritize—the appointment. The best part is, you don’t need to hire staff to send these out. Tools like Surge by Thrive’s appointment scheduling and workflow automation handle this for you, triggering SMS, email, or even voice reminders automatically. You get more customers showing up, and you don’t have to do any extra work.
What kinds of reminders work best—email, SMS, or phone?
Text messages (SMS) consistently outperform other channels when it comes to reminders. According to Twilio’s messaging engagement report, SMS open rates are around 98%, while emails are often less than 20%. People check texts faster and are less likely to miss them in the noise of an inbox. Surge by Thrive lets you send both, so you can match reminders to your customers’ preferences—send a text for last-minute reminders, and an email with appointment details when they book.
How can I make reminders actually get results (instead of being ignored)?
Here are five ways to make your reminders more effective:
- Personalize every message. Use the customer’s name, the specific date and time, and location. With Surge by Thrive’s custom forms, you can collect exactly what you need up front for tailored reminders.
- Include a confirmation or reschedule option. Let customers confirm, cancel, or change their appointment directly from the reminder. This keeps your calendar clean and cuts back on ghosting.
- Send multiple reminders. Try a sequence—one when the appointment is booked, another 24 hours before, and a last one an hour or two before. Surge by Thrive’s workflow automation can automate this.
- Keep it short and friendly. Reminders should be easy to read and not overwhelm people with information.
- Offer easy support. If someone has questions, let them reply to the text or connect them to an AI chatbot for help rescheduling.
Is there a way to prevent no-shows before someone even books?
Yes—set the right expectations up front and make it easy for people to keep their commitments. Use clear custom forms that collect all the info you need, show your reschedule/cancellation policy, and make it easy for clients to add the booking to their own calendar. Surge by Thrive’s calendar system does this automatically, so your clients are less likely to forget.
Can automations and AI bots really replace manual follow-ups?
Definitely. With a tool like Surge by Thrive, you can set up workflows that handle reminders, confirmations, rescheduling, and even last-minute follow-ups using AI chatbots. This means fewer headaches for your staff and better attendance for your business. Some companies report dropping their no-show rate from 25% to under 5% just by adding these automations (source).
Bonus tips: Other ways to reduce appointment no-shows
- Require a deposit or card on file. People are less likely to skip if there’s a financial consequence (Forbes).
- Send appointment reviews afterward. If you’re using Surge by Thrive’s reputation management tools, automated follow-up messages not only collect reviews but keep you top-of-mind for next time.
- Segment and nurture your leads. Use a CRM to track which customers are reliable and which tend to miss, and adjust your reminders accordingly.
- Offer easy ways to rebook. If someone misses, send an immediate follow-up with a quick link to reschedule.
Frequently Asked Questions
What’s the best time to send appointment reminders?
Research suggests reminders sent 24 hours before, plus a quick nudge 1–2 hours before, get the best results (source).
Should I use manual or automated reminders?
Automated reminders save you time and are more reliable—especially when set up with tools like Surge by Thrive.
Can reminders work for any business?
Yes. Whether you’re a salon, a law firm, or a home services company, reminders can cut down on no-shows and keep your schedule full.
Why Surge by Thrive is your easiest solution
Cutting down on no-shows doesn’t have to mean more work. With Surge by Thrive’s appointment scheduling, workflow automation, custom forms, AI bots, reputation management, email & SMS marketing, and CRM tools, you can create a seamless, automated experience that actually gets customers to show up. Want to see how easy it can be? Request a live demo or contact us to get started.