How to Set Up Appointment Email Reminders in SpaSphere
Configure automated email reminders that reduce no-shows and keep your spa calendar full.
8 min read
SpaSphere automatically sends email reminders to your clients before their upcoming appointments, so they arrive on time and your calendar stays full. You can configure reminder timing, toggle reminders on or off, and control exactly which appointment events trigger an email -- all from the admin dashboard.
Why This Matters for Your Spa
No-shows are the silent revenue killer for every spa and salon. Industry data shows that the average spa loses $120-200 per missed appointment, and a single-provider practice with just three no-shows per week leaves roughly $18,000-31,000 in revenue on the table each year. Automated email reminders are the most cost-effective way to fight back: spas that send timely reminders typically see no-show rates drop by 30-40%. SpaSphere's reminder system runs in the background with zero effort from your front desk, sending personalized emails that include the service name, provider, date, time, and a link to cancel or reschedule -- giving clients every reason to show up or free the slot for someone else.
Key Capabilities
- Automated email reminders sent before every upcoming appointment
- Configurable lead time from 1 to 168 hours (up to 7 days in advance)
- Intelligent day-reference subject lines ("your appointment today," "tomorrow," or "on Friday")
- Includes service name, provider, appointment date and time, and location map link
- Google Calendar link so clients can add the appointment to their own calendar
- One-click cancellation link in every reminder email
- Intake form links included automatically when the booked service has a form attached
- Privacy-safe mode strips service and provider names from emails for sensitive practices
- Reminders are only sent once per appointment, preventing duplicate emails
- Skips clients who have opted out of email notifications or whose email has bounced
Enabling Email Reminders
Open the Notifications page
In the sidebar, navigate to Notifications. You will see multiple tabs at the top of the page, including Activity and Email. Click the Email tab.
Go to Email Settings
Inside the Email tab, click the Settings sub-tab. This is where you control all email reminder and notification preferences for your spa.
Toggle Send Email Reminders on
Find the Send Email Reminders toggle at the top of the settings panel. Switch it to the on position. When enabled, SpaSphere's background worker will automatically scan for upcoming appointments and send reminder emails at the interval you configure.
Set the Reminder Lead Time
Below the toggle, enter a number in the Reminder Lead Time (hours) field. This controls how many hours before the appointment the reminder email is sent. The default is 24 hours. You can set any value from 1 to 168 (7 days). For example, entering 48 sends the reminder two days before the appointment.
Verify the setting saved
SpaSphere auto-saves the lead time after a brief pause. You will see a success toast notification confirming the update. No save button is needed -- your change takes effect immediately for all future appointments.
Best lead time for your spa
Most spas see the best no-show reduction with a 24-hour reminder window. Medical spas and practices with longer preparation requirements often prefer 48 hours so clients have time to complete intake forms. Experiment with what works for your clientele -- SpaSphere lets you change this setting at any time without affecting reminders already sent.
Choosing Which Email Notifications to Send
Beyond reminders, SpaSphere can send emails for four distinct appointment events. Each one can be toggled independently from the same Email Settings panel.
Open Email Settings
Navigate to Notifications then Email then the Settings sub-tab (the same panel described above).
Toggle each notification type
Under Email Notification Types, you will find four switches:
- Appointment Confirmation -- sends an email when an appointment is booked
- Appointment Cancellation -- sends an email when an appointment is cancelled
- Appointment Reschedule -- sends an email when an appointment is rescheduled to a new time
- Appointment Reminder -- sends the automated pre-appointment reminder email
Turn each toggle on or off depending on your spa's communication preferences.
Confirm your changes
Each toggle auto-saves. A toast notification confirms the update for each change.
Confirmation emails are always on by default
Appointment confirmation emails are transactional messages your clients expect the moment they book. SpaSphere enables them by default. You can disable them here if your workflow sends confirmations through a different channel, but most spas leave all four toggles enabled for the best client experience.
What Your Clients See
Every reminder email SpaSphere sends is branded with your business logo, name, and address. The email includes:
- A personalized greeting using the client's first name
- The service name, provider name, and formatted appointment date and time (converted to your location's timezone)
- A Google Maps link to your spa's address
- A link to add the appointment to Google Calendar
- A one-click cancellation link so the client can free the slot if they cannot attend
- Any intake forms linked to the booked service, with a secure pre-filled link
- Your spa's booking terms or cancellation policy at the bottom
If your spa has privacy-safe notifications enabled, SpaSphere automatically strips service names and provider names from the email, replacing them with generic labels like "your appointment" and "your provider." This is ideal for medical spas and practices where email subject lines could reveal sensitive health information.
How the Reminder Worker Operates
SpaSphere runs a background process that checks for due reminders every 15 minutes. For each tenant (spa) with reminders enabled, it looks for appointments that are:
- In Booked or Pending Approval status
- Starting within the configured reminder window (e.g., next 24 hours)
- Not yet reminded (the reminder has not already been sent)
Each appointment receives at most one reminder. After the email is sent, SpaSphere marks the appointment with a timestamp so it is never reminded twice.
Reminders require an email address
If a client's appointment does not have an email address on file, the reminder is skipped. Make sure your booking flow captures client email addresses to get the most value from automated reminders.
Frequently Asked Questions
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