The right message at the right time
Set up automatic emails triggered by appointments. Booking confirmations, day-before reminders, aftercare follow-ups — they send themselves.
The problem
Follow-ups that get forgotten
- Manual reminders
- Sending appointment reminders by hand. It works until you get busy, and then they don't get sent.
- No-shows
- Clients forget their appointments. Without reminders, you lose time and money to no-shows.
- Missed follow-ups
- Post-appointment check-ins and aftercare emails are the first to slip when your schedule fills up.
The solution
Reminders and follow-ups that send themselves
pencild automations send personalised emails based on your calendar events. A booking confirmation when the appointment is created. A reminder the day before. A thank you with aftercare instructions afterwards. Set them up once, they work forever.
- Appointment triggers.
- When an event is created, confirmed, cancelled, or rescheduled — send the right message automatically.
- Timed sends.
- Send emails a specific number of days or hours before or after appointments.
- Filter by appointment type.
- Different automations for different services. Aftercare for sessions, follow-ups for consultations.
- Template integration.
- Use your message templates with all their variables. Each email is personalised automatically.
- No duplicates.
- Pencild tracks what has sent. No duplicate emails even with multiple automations.
- Full visibility.
- See every email sent, pending, or skipped. Complete audit trail of all automations.
Professional without the admin
Every client feels cared for
Automated doesn't mean impersonal. Your templates, your voice, sent at exactly the right moment.
- Reduce no-shows.
- Automatic reminders mean clients show up prepared. Less wasted time, fewer empty slots.
- Consistent experience.
- Every client gets the same professional communication, regardless of how busy you are.
- Easy to manage.
- Toggle automations on or off. Pause for holidays. Full control over what sends and when.
- Studio-ready.
- Studios set default automations. Artists can override with personal ones. No conflicts or duplicates.
Available triggers
When to send
Choose when your automations fire based on appointment events.
Event Created
Send immediately when an appointment is booked. Perfect for booking confirmations with deposit links.
Event Confirmed
Send when the appointment status changes to confirmed. Good for consent form requests.
Before Event
Send a specific number of days or hours before the appointment. Reminders, prep instructions, parking info.
After Event
Send a specific number of days or hours after the appointment. Thank you notes, aftercare instructions, healing check-ins.
Event Cancelled
Send when an appointment is cancelled. Confirmation of cancellation, rebooking invitation.
Event Rescheduled
Send when the appointment date or time changes. Updated appointment details.
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