Reminders and no-shows

Most missed meetings are forgotten meetings. Agoo reminds guests on the channel they actually read, makes it easy to move a meeting instead of skipping it, and records who didn't turn up.

ConfirmationsCopy Anchor Link

As soon as a booking is made (or confirmed by the host, for booking types that require confirmation), the guest gets a confirmation on the channel they chose: SMS, WhatsApp or email. It includes:

• the date, time, host and how you're meeting,
• for in person: the site, directions and QR pass; for video: the meeting link (or that the host will send one); for phone: who calls whom; for somewhere else: the address,
• a way to add it to their calendar,
• a link to their booking's page, to move or cancel it.

The host is told of every new booking and every change, on the channels they chose for their alerts, and sees it in Console → Bookings.

For booking types that require confirmation, the guest gets a message at each step instead of a single confirmation:

Reminders start only once a booking is confirmed.

RemindersCopy Anchor Link

Set reminders per booking type, in Console → Bookings → Booking types → (type) → Reminders: up to three, each from 10 minutes to 7 days before the meeting. New booking types start with two:

Each reminder goes on the channel the guest chose when they booked.

Reminders count towards your messaging allowance: each SMS uses one SMS credit and each WhatsApp message one WhatsApp message, then your wallet. Email and push are included. See Plans and limits.

Your booking's pageCopy Anchor Link

Every confirmation and reminder carries one secure link, unique to that booking. It opens the booking's own page on your organisation's Agoo address, such as voltabank.agoo.ardent.africa, or on your own domain, with no account needed. The guest sees who they're meeting, when and where, or that their request is waiting for confirmation, and can:

• See the meeting link or phone details, and add it to their calendar.
• Cancel the booking, or a request still waiting for confirmation, with a note for the host if they like. The time is freed and the host is told, and if the booking type has a waitlist, the first person waiting for that day is offered it.
• Choose another time, for a confirmed booking of a public booking type: the page shows the free times with the same host, on the site's clock. The host is told, the meeting moves in their calendar, and the guest gets a fresh link; the old one stops working.

Changes follow the booking type's minimum notice: if a booking type needs 4 hours' notice, the page stops offering changes inside those 4 hours. Bookings of private booking types can be cancelled from the page but not moved; the guest asks the host instead.

Hosts and staff who manage bookings can move or cancel a booking from Console → Bookings; the guest is told automatically.

Bookings become expected visitsCopy Anchor Link

For in-person bookings, Agoo creates an expected visit at the site as soon as the booking is confirmed:

1. The guest's confirmation includes a QR pass and directions. They can add the pass to Apple Wallet or Google Wallet, on every plan.
2. The visit appears in Console → Visitors → Expected for the day, so reception knows who's coming.
3. The guest scans the pass at the kiosk or gate. Their booking answers have already filled in the visitor form.
4. The host is told the guest has arrived.

If the booking is rescheduled, the visit and pass move with it, and a Wallet pass updates itself; if it's cancelled, so is the visit, and its pass stops working.

No-showsCopy Anchor Link

• In person: the booking follows its visit. When the visit is marked a no-show because the guest never arrived, so is the booking.
• Video, phone and somewhere else: Agoo can't tell whether the meeting happened, so the host marks it with Mark no-show in Console → Bookings, once the meeting has started.

No-shows stay on the booking under Past. If a booking type is often missed, add a reminder closer to the time, or turn on Require host confirmation for it.