Appointment reminders and recall
This month's customers, next month's bookings.
Khairo reminds every customer the day before their visit. When the business cancels, it rebooks. And when a customer is due again, it sends a recall, calls those who ask, and books them in.
- Smile Dental: your six-month check-up is due. Reply 1 and we'll call you to book. Reply STOP to opt out.
- Customer: 1
Call · Tue · 11:00 · outbound
Booked from a recall · Fri 23 Oct, 15:00
- Smile Dental: you're booked for Fri 23 Oct, 15:00.
- Reminder: your visit at Smile Dental is tomorrow at 15:00.
01Sound familiar?
The customers you lose are the ones you never hear from.
- 01
Nobody calls them back
Without a recall system, most patients never return for their check-up. Nobody notices, because nothing happens.
59.6%
Source: Helsinki study, 41,255 adults, 2023
- 02
A reminder works
Across vaccination programmes, any reminder brought about 8 more people in 100. Most people simply forget.
+28%
Source: Cochrane review, 55 studies, 2018
Timing is everything
A message that arrives when a customer is due back does more than a generic one sent the day after the visit.
02How it works
From a visit to the next booking.
Recall runs on the visits Khairo already booked, and on rules you set once.
- Step 01
Visits become history
Every booking that isn't cancelled is a visit. Khairo knows each customer's last visit and what it was for.
- Step 02
You choose who's due
Send a recall now, on a date, or on a schedule such as “6 months after a check-up”. Each message has an opt-out.
- Step 03
Replies become bookings
Customers who reply 1 get a call from Khairo and a booking on the call. Every recall is logged with its outcome.
03What Khairo does
Appointment reminders and recall: the part of Khairo that works after the call.
Brings customers back when they're due
See each customer's last visit and last recall. Send a recall now, later, or on a schedule (“6 months after a check-up”). Customers who reply 1 get a call and a booking, and every recall is logged with its outcome.
A reminder the day before
A short text the evening before each visit, at the time you choose, so fewer customers simply forget.
When you cancel, Khairo rebooks
Cancel a visit from your calendar and the customer gets a message: reply 1 and we'll call you for a new time. Khairo calls only those who reply and books on the call. If nobody replies, you're told.
Lawful by design
Recall messages go to customers whose numbers you collected and who were told then that they could object, with an opt-out in every message. Opt-outs go on a list Khairo never contacts again, and Khairo calls only customers who asked for a call. Calls and messages go out within your calling hours.
Confirmation by text message
Every booking gets a text with the business, day and time, to the caller's mobile or to the mobile they gave when calling from a landline.
Private by default for clinics
For a dental clinic, messages name only the clinic and the time, never the treatment. Bookings store the visit type, not symptoms.
04After the call
What the customer gets after the call.
One customer's visit, from the confirmation to the next booking. The highlighted steps are the ones this page is about.
A minute after the call
Text message
Smile Dental: you're booked for Thursday, 29 October, 15:30.
Confirmed in writing
The customer gets your business, the day and the time by text message. Calling from a landline? Khairo asks for a mobile.
SMS confirmationsThe day before
Text message
Reminder: your visit at Smile Dental is tomorrow at 15:30.
A reminder
Most people who miss a visit simply forgot. A reminder brings more of them in.
If plans change
Moved · Thursday's slot is free again
Moved, not missed
A customer who can't make it calls and moves the visit, so the slot is free for someone else instead of sitting empty.
Fewer no-showsWhen they're due again
Text message
Smile Dental: your six-month check-up is due. Reply 1 and we'll call you to book.
A recall
Customers who agreed to hear from you get a recall. Those who reply 1 get a call from Khairo and a booking.
And round again: their next call is answered, booked and reminded the same way.
Back to the call05Sample calls
Bringing customers back.
- KhairoHello, it's the AI receptionist at Harris Motors. You replied 1 after we had to cancel your Thursday visit. I have Friday at 10:00 or Monday at 8:30.
- CallerMonday is fine.
- KhairoMonday 26 October at 8:30. Shall I book it?
Rebooked · Mon 26 Oct, 08:30
- CallerI got your reminder for tomorrow at five. Can I come at six instead?
- KhairoTomorrow is less than 24 hours away, so I'll put you through to the clinic. One moment.
Put through to the owner · late change
06Questions
Reminders & recall: what owners ask
Can I message my customers about their next visit?
Yes, within the rules for business messages. Reminders of a booked visit are service messages. Recall messages go to customers whose numbers you collected and who were told at the time that they could object, with an opt-out in every message, and Khairo calls only those who ask for a call. Opt-outs go on a list Khairo never contacts again.
Who decides when a customer is due?
You do, per service: “6 months after a check-up”, “12 months after an MOT”. Or pick customers by hand and send now or on a date.
Does Khairo call everyone?
No. Khairo messages first. It calls only customers who reply 1, and only within your calling hours.
What happens when I cancel a visit?
The customer gets a message offering a call for a new time. If they reply 1, Khairo calls and rebooks. If they don't reply, you're told.
Can I see what recall brought in?
Every recall is logged with its outcome: sent, opted out, replied, booked or unreachable.
Never miss a booking again.
Forward your number, and Khairo answers, books and brings customers back. Be one of the first clinics, salons and garages to go live.
Early access. No contracts. Cancel any time.