Reminders that send themselves.
Every piano knows when it is due. A month before, the owner gets an email or a text with a personal link to book, with their piano already picked. If they have not booked, a gentle follow-up goes out, and once they have, the reminders stop.
After that, confirmations and a reminder the day before go out on their own. It runs around the clock, whether you are at your desk or halfway through a regulation.
A tuning, from due to done.
- 1
Due soon
Thirty days out, the owner gets a reminder with a link to book. Another follows a week before.
- 2
They book
They pick a time on your booking page, their piano already chosen. You approve the request.
- 3
Confirmed
A confirmation goes out straight away, and a reminder 24 hours before the visit.
- 4
Next cycle
Log the tuning and the next due date is set from the piano's interval. The cycle starts again.
The details that keep clients coming back.
A cadence you control
Out of the box a due piano gets two reminders before its due date and three follow-ups after, if the owner still has not booked. Change the days for your whole business in settings, give a single piano its own schedule, or turn a piano's follow-ups or reminders off entirely.
Reminders go out once a week on the weekday you choose, so they land when clients are most likely to answer.
One message per client, not per piano
A school with four pianos due gets one email and one text with one booking link, not four of each. Only active clients get reminders, and a client you have paused picks back up on the date you set.
They stop the moment a visit is booked
As soon as there is an upcoming visit for the piano, its reminders stop. If that visit is canceled, they start again, so a piano never falls through the cracks.
Email and text, the way each client prefers
Each contact chooses email, text or both. Before the first text to a new number, Pianobooker sends a welcome message with your logo and your contact card, so they know who is texting. Anyone who replies STOP stops getting texts, and every email has a link to change their preferences.
Appointment reminders, with sensible overrides
Every visit gets a confirmation, and a reminder 24 hours ahead by default. Change the lead time for your business, for a client who likes more notice, or for a single visit, in hours or minutes. Skip a channel or copy someone else on a visit's reminders when you book it.
Reschedules and cancellations send their own messages too.
Five nudges, then it leaves them be.
Before the due date: the first reminder, with a link to book.
Before the due date: a second reminder if they have not booked.
Days after the due date: three follow-ups, unless you turn them off.
Before every visit: an appointment reminder by email or text.
Questions & answers
Do I have to approve every reminder?
Can I change what the reminders say?
What if a client does not want texts?
What if a piano has no due date?
Try it on your own clients.
Start on the Free plan with up to 5 clients, no card needed, and move up when your book does. Or talk to Randy about how it would fit your business.