Calendar Reminders

When you create a booking in Calendar, Chatfuel automatically sends three messages to your customer on WhatsApp. You do not need to connect your own WhatsApp number — reminders work out of the box because they can be sent from Chatfuel's phone number.

• Immediate confirmation — sent right after the booking is created
• 1-day reminder — sent 24 hours before the booking
• 2-hour reminder — sent 2 hours before the booking

All messages automatically include the booking time, date, and your company name.

Customizing reminder content

Each message type has an Additional info field where you can add custom text specific to your business:

• Location and directions ("We're on the 3rd floor, take the elevator on the left")
• Preparation tips ("Please arrive 10 minutes early and bring your ID")
• Parking info ("Free parking available behind the building")
• What to bring ("Wear comfortable clothes for the session")
• Cancellation policy ("Please cancel at least 24 hours in advance")

Limit: 512 characters per message type.

If you leave the field empty, the standard template is used without any additional text.

To edit reminders, go to Calendar → Settings → Notifications and update the Additional info field for each message type.

Supported languages

The base reminder template is available in three languages: English, Spanish, and Brazilian Portuguese. You cannot change the base template to any other language.

The Additional info field, however, can be written in any language — it appears inside the base message, so you can use it to add text in Italian, French, German, or any other language your customers speak. The surrounding template text will remain in one of the three supported languages.

Smart cancellation behavior

If a booking is cancelled, the 2-hour reminder is not sent — there's no point reminding someone who has already cancelled.

Which number sends reminders

Reminders are sent from whichever WhatsApp number is selected in your Calendar settings:

• Chatfuel number (default) — no setup needed, no WhatsApp connection required, reminders go out immediately. This is the only feature in Chatfuel where messages can be sent from Chatfuel's own number, so you can start using Calendar reminders without connecting any phone number at all.
• Your business number — optional, requires your WhatsApp number to be connected to Chatfuel and an active payment method in Meta

If you switch numbers, future reminders go out from the newly selected number. Existing bookings and history are not affected.

How customers respond

The 1-day reminder includes action buttons. When a customer taps one, the booking status updates automatically in your calendar:

You can also change a booking's status manually — useful when a customer confirms by phone or another channel.