How to filter which events send reminders

Use filters to decide exactly when to send automatic reminders

Filters for events that send WhatsApp reminders

Why use filters?

If you use Google Calendar for both client appointments and personal events, you probably don't want all of them triggering a WhatsApp reminder. Filters let you choose which events generate reminders and which don't.

That way you avoid awkward messages going to the wrong people, and every reminder your clients receive is one that belongs there.

1

Access the advanced settings

To configure the reminder filters:

  1. Go to the "Calendars" section in your dashboard
    2. Calendars section in RicordamiApp
  2. Find the calendar you want to configure
  3. Click "Advanced Settings" or the settings icon
    4. Advanced settings button
2

Available filter types

There are two filter types: one to include specific events and one to exclude them. You can use either one alone, or both together.

Include filter

Send reminders only for events that contain these words

Example:

appointment, consultation, meeting

Result:

  • ✅ "Appointment with Maria" → Reminder sent
  • ✅ "Nutrition consultation" → Reminder sent
  • ❌ "Lunch with friends" → No reminder
  • ❌ "Mom's birthday" → No reminder

Exclude filter

Don't send reminders for events that contain these words

Example:

personal, private, canceled

Result:

  • ❌ "Personal appointment" → No reminder
  • ❌ "Private meeting" → No reminder
  • ❌ "Canceled appointment" → No reminder
  • ✅ "Client consultation" → Reminder sent
3

Set up the filters

Inside the advanced settings you'll find the "Reminder Filters" section, where you can define both filter types:

Reminder filter settings

Setting up the include filter

  1. Enable the option "Send reminders only for events that contain"
  2. Enter your keywords, separated by commas
  3. The words can appear in the title or description of the event
  4. Click "Save" to apply the filter

Keyword examples by industry:

For hair salons:

haircut, color, styling, treatment

For therapists:

therapy, consultation, session, visit

For mechanics:

repair, maintenance, inspection

General:

appointment, client, patient

Setting up the exclude filter

  1. Enter the words in the "Don't send reminders for events that contain" field
  2. Separate the words with commas
  3. These events will be skipped when sending reminders
  4. Click "Save" to apply the filter

Examples of words to exclude:

personal, private, canceled, vacation, holiday, family, lunch
4

Tips to get the most out of filters

Recommendations

  • Use common, industry-specific words
  • Test your filters with a few events before applying them to the whole calendar
  • The exclude filter works well for recurring personal events
  • Keep keyword lists short and clear
  • Always separate keywords with commas

Common mistakes

  • Adding too many keywords (5 to 7 is usually enough)
  • Using words that are too generic and match everything
  • Making include filters so narrow that they block valid events too
  • Enabling filters without testing them first
  • Including special characters in keywords

When to use each filter

Hair salon or beauty center

Goal: Send reminders only for client services, not for personal events or training sessions

Recommended setup:

Include: haircut, color, styling, treatment, client

Exclude: personal, course, training

Therapist or psychologist

Goal: Reminders only for patient sessions, not supervision or internal meetings

Recommended setup:

Include: session, therapy, consultation, patient

Exclude: supervision, meeting, personal

Mixed use (personal + work)

Goal: Same calendar for everything, but reminders only for work events

Recommended setup:

Exclude: family, personal, lunch, birthday, vacation

Leave the include filter empty so all other events send reminders.

Once you have filters set up, you can also customize the reminder message text your clients receive so it sounds exactly the way you want.