What should I do if a client doesn’t show up for a call?

If a client doesn’t show up for a call, the best approach is to confirm the appointment at least one day before. If the client hasn’t contacted you by the end of the day prior to the scheduled call, you should cancel the appointment and mark it as ‘did not confirm appointment’. Doing this helps keep your calendar open for other clients to book.

Full Explanation

When a client fails to show up for a scheduled call, it can disrupt your workflow and waste valuable time. To prevent this, it is essential to proactively confirm appointments at least a day in advance. This confirmation step encourages clients to acknowledge the meeting time and reduces the likelihood of no-shows.

If you reach the day before the call and the client has not reached out or confirmed, the appropriate action is to cancel the meeting. Marking the appointment clearly as ‘did not confirm appointment’ is important for your record keeping and helps you track client reliability.

This practice ensures that your calendar is not blocked by no-shows and allows you to open the slot for others who might want to book your time.

Step-by-Step Breakdown

Confirm the appointment at least a day prior: Reach out to your client to remind them of the scheduled call.
Monitor client responses: Check if the client has confirmed or reached out by the end of the day before the call.
Cancel if no confirmation: If the client hasn’t contacted you, proceed to cancel the meeting.
Mark the cancellation appropriately: Note the appointment as ‘did not confirm appointment’ for your records.
Keep your calendar open: This frees up time slots for other potential clients to book with you.

Real Examples

While specific examples are not detailed here, the general approach applies to any scenario where a client hasn’t confirmed their appointment. Following these steps allows you to maintain an organized schedule without wasting time waiting for unresponsive clients.

Common Mistakes

Failing to confirm appointments the day before, which increases the chance of client no-shows.
Waiting until the scheduled call time to decide whether to cancel, which can leave your day blocked unnecessarily.
Not marking the status of no-shows clearly, making it harder to track client behavior over time.

FAQs

What if the client contacts me late?

If the client reaches out after the cancellation but before the scheduled call time, you can decide whether to reschedule based on your current availability.

Should I charge clients for no-shows?

The guidance here does not mention fees; it focuses on managing scheduling by confirming and cancelling as appropriate.

How can I encourage clients to confirm appointments?

Sending a reminder or confirmation request at least a day in advance helps clients remember and commit to the scheduled call.

Key Takeaways

Always confirm client appointments at least a day prior to the scheduled call.
If there’s no client confirmation by the end of the previous day, cancel the call.
Mark cancelled appointments as ‘did not confirm appointment’ for accurate records.
This system helps keep your calendar open and available for other clients.