Availability and Reminders

Setting your availability and reminders keeps your schedule accurate and your customers informed. Here’s how to configure both.

Setting Your Weekly Availability

  1. Go to Settings > Availability (under the TEAM section in the settings sidebar).
  2. Set your working hours for each day of the week.
  3. Toggle individual days on or off depending on when you’re available.
  4. Save your changes.

These hours determine when customers can book through your online booking page and help you stay on top of your own schedule.

Date Overrides

Need to block off a holiday, take a day off, or extend your hours for a busy week? Date overrides let you make exceptions to your regular schedule without changing it permanently.

  1. Go to Settings > Availability (under the TEAM section).
  2. Look for the Date Overrides section.
  3. Select the specific date you want to adjust.
  4. Mark it as unavailable, or set custom hours for that day.
  5. Save the override.

Overrides take priority over your weekly schedule, so your booking page and schedule will reflect the change automatically.

Job Reminders

Reminders help reduce no-shows by giving your customers a heads-up before their job.

  1. Go to Settings > Notifications (under the COMMUNICATION section in the settings sidebar).
  2. Open Customer Notifications.
  3. Find Appointment Reminders — described as “Sent before a scheduled job.”
  4. Toggle Email and/or SMS on to enable each channel.
  5. Choose your reminder timing: 12 hours before, 24 hours before, or 48 hours before the job.
  6. Save your preferences.

Confirmation Notifications

When a new job is booked, Kairvio can automatically send a confirmation to the customer. This lets them know the booking went through and gives them the job details.

  1. Go to Settings > Notifications > Customer Notifications.
  2. Find Appointment Confirmations — described as “Sent when a job is booked.”
  3. Toggle Email and/or SMS on to enable each channel.
  4. Save your preferences.

Tips for Reducing No-Shows

  • Enable both email and SMS reminders. Some customers check texts more than email, and vice versa.
  • Try the 24 hours before reminder timing as a starting point — it gives customers enough notice to reschedule if something comes up. You can also choose 12 hours before for same-day nudges or 48 hours before if your customers need more lead time.
  • Keep your availability up to date so customers are booking into slots you can actually work.
  • Use date overrides ahead of time for holidays and planned days off to avoid last-minute cancellations.
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