The trigger
An appointment is coming up
Grial Scheduler watches the calendar and picks the moment to reach out — the day before, the morning of, whatever you set.
Grial Scheduler
Confirm appointments without the phone tag.
Grial Scheduler is Grialink’s appointment reminder agent. It follows up on existing appointments by email or voice, lets clients confirm or request changes, and records the outcome so your team can work from an updated calendar.
Secure email link or conversational voice call
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Voice
It calls them
A real call that asks them to confirm, move or cancel, and writes the answer straight back to the calendar.
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Email & WhatsApp
Or it messages them
The same ask as a message with a one-tap link. Whichever they answer on, the diary updates once.
- Email or voice call
- Confirms, reschedules or cancels
- Quiet hours respected
- Staff notified on every action
The schedule does not empty from low demand. It empties from missing confirmation.
When the team discovers a no-show on the day, it is too late to recover the slot — and too early to stop repeating the same phone round tomorrow.
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01
The day-before phone round takes hours
Someone checks the calendar, calls every client, and tries again with the people who did not answer.
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A message does not always get a decision
The client sees the reminder, but if they cannot attend they need an immediate way to cancel or choose another time.
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Changes arrive through different channels
A call, an email and a separate note leave the calendar and the team holding different appointment states.
Every reply ends in an updated schedule
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The team stops chasing confirmations
Scheduler works through the list automatically and only alerts staff when there is a decision or an exception.
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The client gets the right channel
They can act from an email or resolve it by speaking to the voice agent, without waiting for reception.
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The slot becomes available again
A cancellation or reschedule updates the calendar immediately so the original time can be booked again.
How an appointment confirms without manual work
Set the cadence once; Scheduler runs every reminder and records the answer.
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It finds the upcoming appointment
It reads the client, service, date and time from the calendar, then respects your chosen intervals and quiet hours.
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It emails or places the call
The email carries a secure link; on voice, the agent explains the appointment and asks what the client wants to do.
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It confirms, cancels or reschedules
The decision is written to the calendar, the slot is released or moved, and the team receives the update.
The reminder
Email or voice, depending on how you want to confirm
Set the cadence and channel once. Scheduler sends the email or places the call at your chosen intervals and stays quiet outside permitted hours.
- Email with a secure link to confirm, reschedule or cancel
- Voice agent that calls and records the answer during the conversation
- One or more reminders, timed in hours before the appointment
- Quiet hours so nobody is messaged in the middle of the night
- Your own agent name, tone, language and signature
- Reminders in Spanish or English, or auto-detected per contact
Self-service
The client resolves the appointment in the same interaction
From the email link or while speaking with the voice agent, the client can confirm, choose another slot or cancel. The result reaches the calendar and your team.
- Confirm, reschedule or cancel from the link or during the call
- Reschedule limited to real slots you still have free
- A minimum notice window before rescheduling closes
- Optional required reason when someone cancels
- Your team notified the moment a client takes action
What you control
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Reminder channel
Email with a secure link or a voice-agent call; if the call cannot be delivered, it falls back to email automatically.
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Timing
Pick one or more reminders, each set in hours before the appointment.
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Quiet hours
Set a start and end time so reminders pause overnight in your timezone.
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Agent identity
Name, role, tone, language and signature — it sounds like your business.
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Message variables
Name, date, time, service, specialist and business drop into every message.
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Voice opt-outs
Anyone who asks not to be called again is recorded and skipped automatically.
Where it pays for itself
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The day-before phone round
The reminders go out on their own, so nobody spends the afternoon calling tomorrow's list.
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Reminders for high-value services
A client who is going to cancel does it from the link or during the call days ahead, leaving the slot open for someone else.
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Reschedules that used to be lost
Instead of not turning up, the client picks another free slot themselves and stays in the calendar.
Common questions
What is Grial Scheduler?
Grial Scheduler is Grialink’s appointment reminder agent. It follows up on existing appointments by email or voice, lets clients confirm or request changes, and records the outcome so your team can work from an updated calendar.
Does it book new appointments?
No — that is Grial Front Desk's job on inbound calls. Scheduler takes over once an appointment exists: it confirms it, reminds about it, and handles changes to it.
What if the client has no phone number?
For voice reminders, email can provide a fallback when a contact has no phone or the call cannot be delivered. The contact must have an available email address.
Can clients stop the calls?
Yes. If someone asks not to be called again during a reminder call, they are added to the voice opt-out list and get no further automated calls until consent is given again.
Will it message people at night?
Not if you set quiet hours. Reminders pause from your start time and resume after your end time, in the timezone you configure.
One connected platform
Connect the rest of your workflow
Connect your next conversation to the next step.
Start with a free account or request a demo. Discover how Grialink connects customer service, sales and follow-up with AI agents and tools your team can control.
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