How to Set Up an Automated SMS Reminder System Using Twilio
Xsquare Technology
Keeping your customers informed and on time is critical for any business—whether you run a clinic, salon, service-based company, or online store. Missed appointments, late deliveries, or forgotten tasks can cost you time, money, and customer trust.
The solution? An automated SMS reminder system powered by Twilio.
In this guide, we’ll walk you through the steps to create an SMS reminder workflow using Twilio, even if you don’t have advanced coding experience.
Why Use Twilio for SMS Reminders?
Twilio is one of the most reliable and flexible cloud communication platforms. With Twilio, you can:
- Send personalized SMS messages to your users
- Automate reminders based on events or schedules
- Integrate easily with Google Calendar, CRMs, or your website
Reduce no-shows, late payments, and drop-offs
What You’ll Need
Before you begin, make sure you have:
✅ A Twilio account (sign up at twilio.com)
✅ A verified phone number with messaging enabled
✅ Basic knowledge of how your data (appointments, users) is stored (e.g., Google Sheets, database, calendar)
Step-by-Step: How to Set It Up
Step 1: Buy a Twilio Phone Number
- Go to your Twilio Console → Phone Numbers → Buy a Number
- Choose one that supports SMS
- This number will be used to send automated messages
Step 2: Set Up Your Messaging Code
You can send SMS using Twilio’s API. Here’s a basic example using Node.js:
Step 3: Automate the Triggers
Depending on your business setup, you can:
- Use Google Calendar + Zapier
Trigger an SMS 1 day before an event. - Use Google Sheets
Check a column for appointment dates and trigger messages using time-based automations. Use Your CRM
Integrate with HubSpot, Zoho, or Salesforce to send reminders when a deal or event is near.
Step 4: Personalize Your Messages
Step 5: Test and Launch
✅ Send test messages to your number
✅ Monitor Twilio’s Message Logs
✅ Adjust timing, content, or filters
✅ Schedule it to run daily (via scripts, automations, or workflow builders)
Real-Life Use Cases
- Doctors & Clinics – Appointment and follow-up reminders
- Salons & Spas – Booking confirmations and rescheduling alerts
- E-commerce – Payment reminders or delivery confirmations
- Tutors or Coaches – Class/session notifications
- Freelancers – Invoice or project deadline reminders
Final Thoughts
An SMS reminder system is a game-changer for reducing no-shows, improving customer communication, and automating repetitive work. With Twilio, it’s surprisingly easy to set up, customize, and scale.
Let’s Connect
Need help setting this up for your business?
👉 Connect with XSquare Technology and let us automate it for you—end-to-end.
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