How to set up automatic follow-up messages

Automatic follow-up messages help you stay in touch with clients after every appointment. With RicordamiApp, you can send feedback requests, review prompts, or personalized thank-you messages through WhatsApp — without lifting a finger.

Automatic post-appointment follow-up messages via WhatsApp

What are follow-up messages?

Follow-up messages are automatic WhatsApp messages sent to clients after their appointment ends. You can use them to:

  • 📝 Ask how the experience went
  • ⭐ Request a Google or online review
  • 🙏 Thank clients for coming in
  • 📅 Suggest booking their next appointment
  • 💬 Keep the conversation going between visits

How to set up follow-up messages

Step 1: Open advanced settings

  1. Log in to your RicordamiApp account
  2. Go to Settings
  3. Select Advanced Settings
  4. Scroll to the "Automatic post-appointment messages for feedback and reviews" section
Screenshot of the advanced settings

Step 2: Write your follow-up message

Follow-up message

Type the message your clients will receive in the text field. Need a starting point? Try the reminder message generator to get ready-to-use text. Here are a few examples:

Beauty salon:
Hi! How was your experience with us? We'd love to hear your feedback so we can keep improving our services. Thank you! 💄✨
Medical office:
Hello, we hope today's appointment was helpful. If you have any questions or need clarification, don't hesitate to reach out. Thank you for choosing our practice.
Restaurant:
Hi! How was your meal with us today? Your opinion matters to us. If you enjoyed it, leave us a review on Google! 🍽️

Step 3: Choose when to send it

Send follow-up after

Pick how long after the appointment the message goes out:

  • ⏰
    1 hour: Good for quick feedback (restaurants, cafes)
  • 🕐
    4 hours: Gives clients time to settle in before responding
  • 📅
    24 hours: The most popular choice, works well for most businesses
  • 📅
    48 hours: Better for medical visits or specialized treatments
💡
Tip: 24 hours works best for most services. The experience is still fresh, but your client has had time to think about it.

Step 4: Add filters

Skip the follow-up when

You can stop follow-ups from going out for certain appointments automatically.

Enter keywords separated by commas. If any of these words appear in the event title or description, the follow-up won't be sent:

Common examples:
canceled, postponed, absence, no show, voided

Any appointment matching one of these keywords will be skipped automatically.