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Addie17533
Community Member
August 4, 2026
Question

How are you handling SMS reminders when you book appointments on behalf of clients? (Executive function / accessibility workflow)

  • August 4, 2026
  • 2 replies
  • 10 views

Hi everyone,

I'm hoping to learn how others are handling this.

I own a professional organizing and productivity business, and many of my clients have ADHD or other executive functioning challenges. As part of my service, I frequently schedule appointments for clients while we're together, rather than asking them to complete the booking themselves.

I recently discovered that although SMS reminders are enabled for my event type, they won't send unless the invitee has completed Calendly's SMS consent flow.

I completely understand why consent requirements exist. My question is about the workflow.

In my case, removing that automatic reminder creates additional friction for exactly the population I'm trying to support. The reminder isn't marketing. It's an accessibility support that helps clients remember appointments.

A few questions:

  • How are other businesses handling this?
  • Has anyone built a reliable workaround using Twilio, Zapier, or another SMS provider?
  • Has anyone found a good workflow when the organizer is booking on behalf of the client?
  • Are there any best practices I'm overlooking?

I'd also love to see Calendly consider an accessibility-focused workflow for businesses that schedule on behalf of clients with documented consent.

For example, it would be helpful if there were a way for the scheduler to record that consent has already been obtained through their intake process, while still remaining compliant with applicable messaging regulations.

I'd love to hear how everyone else is solving this.

Thanks!

 

    2 replies

    David
    Community Manager
    David
    Community Manager
    August 4, 2026

    Hi ​@Addie17533 - Really appreciate you reaching out!

    I did want make sure and point out the new Book on Behalf flow we have built in to the product already. You can read all about it here: How to book meetings in real time
     

    When booking a meeting from the desktop experience, if your event uses text notifications, the invitee's phone number is automatically filled in when it's available in the invitee's contact information. Otherwise, you can enter it manually.

    After you book the meeting, your invitee will receive a text message with a confirmation link asking them to confirm before text notifications are sent. This consent should be saved so they won’t need to consent each time they book a meeting with you.

    Let us know if you have any questions!

     

      A
      Addie17533Author
      Community Member
      August 5, 2026

      Thank you for clarifying.

      I do have one follow-up question.

      Many of my clients have ADHD and executive functioning disabilities, and I frequently schedule appointments on their behalf while we’re together.

      The challenge is that the very clients who benefit most from text reminders are often the least likely to notice or complete the one-time SMS confirmation message. In practice, this means they never receive the reminders that help them attend appointments.

      Is there currently any supported workflow for businesses that schedule on behalf of clients with documented consent?

      If not, I’d love to submit this as a feature request. Even something as simple as allowing the scheduler to resend the SMS consent request or view whether consent has been completed would make a significant difference.

       

      Also this make me want to confirm:

      1. Can I resend the SMS consent request manually?
      2. Can I see which clients have already opted in?
      3. If a client accidentally deletes the confirmation text, how do they opt in later?
      4. Can I trigger the confirmation text again without canceling and rebooking?
      5. Does the consent follow the phone number forever, or does it expire?

      thanks in advance 

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