How to Set Up a Reminder Assistant to Call Before Appointments

A Reminder Assistant automatically calls leads before their scheduled appointment to reduce no-shows. This guide will walk you through how to set one up in Assistable so your clients never miss an important call.

Step 1: Open the Sub-Account Dashboard

Log in to Assistable.
Go to the sub-account where you want the Reminder Assistant to be active.

Step 2: Create or Select an Assistant

From the left-hand menu, click on Assistants.
Either create a new assistant or select an existing one you want to use as a reminder caller.

Step 3: Connect a Phone Number

Open the Phone Numbers tab in your assistant’s settings.
Assign a phone number (or purchase a new one if needed).

Step 4: Set Up the Workflow in GoHighLevel

In GHL, go to Workflows and create a new one for appointment reminders.
Set the trigger to: “Appointment scheduled.”
Add a Wait step of your choice (e.g., 1 hour before appointment).
Add an Assistant Call action and choose your Reminder Assistant.

Step 5: Personalize the Reminder Call

Edit your assistant’s script to pull in appointment details.
- Example: “Hi {{contact.name}}, this is a reminder about your appointment today at {{appointment.time}}.”
Use GHL custom fields to ensure the time and date are accurate.

Step 6: Test the Reminder Assistant

Book a test appointment in GHL.
Confirm that your assistant calls the test contact at the correct time.
Check logs in Assistable if the call does not go through.

Pro Tips

Always test with your own number first before rolling out to clients.
Make sure the reminder number is registered in GHL’s Trust Center (Voice Integrity) to avoid compliance errors.
If calls fail with error 403, the number must be registered before carriers allow outbound reminders.

What’s Next?
After your Reminder Assistant is live, you can:

Add multiple reminders (e.g., 24 hours before, 1 hour before).
Combine voice calls with SMS reminders for higher show-up rates.
Track results in GHL reporting.