Sending WhatsApp Appointment Reminders from Commusoft
Last updated: September 16, 2026
If you use Commusoft to manage your jobs and engineers, you can connect it to Broadcaster via Microsoft Outlook and send automatic WhatsApp reminders to clients before each appointment. Once set up, reminders go out without any manual effort.
What your clients receive
Your client receives a WhatsApp message from your business number ahead of their appointment. The message includes their name, the job date and time, and any details from your reminder template. You control the timing, a few days out, the day before, the morning of, or a combination of all three.
How to connect Commusoft to Broadcaster
Commusoft syncs engineer schedules to Microsoft Outlook rather than Google Calendar. Broadcaster reads the Outlook iCal feed. As with the Google Calendar route, the end result is the same — your Commusoft jobs flow through to Broadcaster automatically.
Step 1: Connect Commusoft to Outlook Calendar
- Log into your Commusoft account
- Go to Settings and then Integrations
- Find the Outlook Calendar integration
- Each engineer connects their own Outlook account by following the authorisation prompts
Note: Outlook Calendar integration requires the Go Paperless plan or higher in Commusoft. If you do not see the integration option, check your plan level with Commusoft support.
Step 2: Get your Outlook iCal feed URL
- Go to Outlook Calendar in a desktop browser
- Click the Settings cog in the top right and select View all Outlook settings
- Go to Calendar and then Shared calendars
- Under Publish a calendar, select the calendar synced from Commusoft
- Set permissions to Can view all details
- Click Publish and copy the ICS link (not the HTML link)
Step 3: Add the feed to Broadcaster
- Log into your Broadcaster account
- Go to Integrations in the left-hand menu
- On the ICS Calendar Feed card, press Add connection, then paste your Outlook ICS URL into Calendar URL and choose how often Broadcaster should check it: every hour, every 6 hours, or twice a day
- Press Add calendar feed
For full details on the iCal connection process, see our calendar connection guide.
What gets synced
| What syncs | Notes |
|---|---|
| Job date and time | Yes |
| Job title | Yes, from the job description in Commusoft |
| Client phone number | Used to find the matching contact. If nobody matches, the visit is held until you add the person, or Broadcaster can add them for you |
| Client name | Matched from Broadcaster by phone number, then email, then name |
| Job notes | Depends on what Commusoft passes through to Outlook |
Broadcaster matches a calendar event to a contact by phone number first, then by email, then by name. If nobody matches, the visit is not booked: it is listed on your Integration Activity page until you add the person, and then books itself. If you would rather Broadcaster added the person and booked the visit straight away, choose that option in the feed’s settings under Integrations.
Because Commusoft syncs per engineer, you will need a feed from an engineer or office user who has visibility of all jobs. If your schedule is split across multiple engineers, contact us and we can advise on the best approach.
Does this work for my trade?
Commusoft is built specifically for plumbing, heating, and electrical businesses in the UK. If you are running a gas servicing or boiler maintenance operation with recurring annual visits, the combination of Commusoft and Broadcaster works particularly well, Commusoft manages the compliance and job detail side, Broadcaster handles the client communication via WhatsApp ahead of each visit.
For businesses sending annual service reminders as well as appointment reminders, Broadcaster’s campaign tools can handle both from the same platform.
Ready to connect Commusoft to Broadcaster?
Start your free trial and follow the steps above. Most businesses are up and running within the same day.
Written by alan