> ## Documentation Index
> Fetch the complete documentation index at: https://knowledge.flowella.io/llms.txt
> Use this file to discover all available pages before exploring further.

# Appointment and Meeting Reminders

> Send a 24-hour reminder before appointments with a one-tap confirm, reschedule, or cancel form, plus a morning-of reminder if there is no response.

Twenty-four hours before a scheduled appointment or meeting, the contact receives a WhatsApp message with the details and a short form to confirm, reschedule, or cancel. The workflow updates the record, notifies the right person, and sends a second reminder on the morning of the appointment if there is no response. It also handles pre-visit requirements such as dietary or accessibility needs.

## At a glance

|               |                                         |
| ------------- | --------------------------------------- |
| **Trigger**   | Meeting or appointment date approaching |
| **Channels**  | WhatsApp                                |
| **Templates** | Confirmation Flow plus reminder         |
| **Platforms** | HubSpot                                 |

## What this workflow does

The contact gets a confirmation request the day before. If they confirm, an optional same-day reminder follows. If they need to reschedule or cancel, a task is created for the host with the reason or preferred time. Where the appointment involves a visit, the same form can collect special requirements that are written back to HubSpot as structured data, so the team can prepare in advance. No response triggers a lighter morning-of reminder.

## What you will need

* A WhatsApp Flow template for confirm, reschedule, or cancel (with optional requirements fields)
* A HubSpot contact or meeting property holding the appointment date and time
* The contact's WhatsApp number in international format

## Workflow steps

1. **Trigger** meeting created in HubSpot's meetings tool, a custom date property, or enrolment from a booking workflow.
2. **Delay until 24 hours before** pause the workflow until the day before the appointment.
3. **Send confirmation** personalised with first name, date, time, and host or location.
4. **Wait for completion** delay until Form Completed, up to 20 hours.
5. **Branch, completed:**
   * **Confirmed** set Meeting Confirmed to Yes, send confirmation, optionally add a reminder 2 hours before.
   * **Reschedule** acknowledge, create a task for the host with the preferred time, notify internally.
   * **Cancel** acknowledge, create a task with the reason, optionally enrol in re-engagement.
6. **Branch, no response** send a short morning-of reminder, wait up to 2 hours for a reply, then confirm, create a task, or proceed as scheduled.

## Tips and gotchas

<Note>
  For multi-person meetings, enrol all associated contacts so each gets their own confirmation. For recurring appointments, enable re-enrolment so the workflow runs each cycle.
</Note>

* For restaurants and clinics, keep any requirements form to three to five fields and make sure the team can see the collected properties before the visit.