Sending WhatsApp Appointment Reminders from ToolTime

If you use ToolTime to manage your jobs and scheduling, you can connect it to Broadcaster via Google Calendar and send automatic WhatsApp reminders to clients before each appointment. Once set up, reminders go out without any manual effort.

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What your clients receive

Your client receives a WhatsApp message from your business number ahead of their job. The message includes their name, the appointment date and time, and any details from your reminder template. You choose the timing, a few days before, the day before, the morning of, or a combination.

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How to connect ToolTime to Broadcaster

ToolTime syncs your schedule to Google Calendar. Broadcaster reads that calendar feed. Your ToolTime jobs flow through to Broadcaster automatically.

Step 1: Connect ToolTime to Google Calendar

1. Log into your ToolTime account on a desktop browser
2. Go to Settings and then Integrations
3. Find Google Calendar and click to connect
4. Sign into your Google account and grant access
5. Your appointments will now sync to Google Calendar

Step 2: Get your Google Calendar iCal feed URL

1. Open Google Calendar in a desktop browser
2. Find the calendar ToolTime is syncing into under My calendars
3. Click the three dots next to the calendar name and select Settings and sharing
4. Scroll down to Integrate calendar
5. Copy the Secret address in iCal format

Step 3: Add the feed to Broadcaster

1. Log into your Broadcaster account
2. Go to Integrations in the left-hand menu
3. On the ICS Calendar Feed card, press Add connection, then paste your Google Calendar iCal URL into Calendar URL and choose how often Broadcaster should check it: every hour, every 6 hours, or twice a day
4. Press Add calendar feed

For full details on the iCal connection process, see our calendar connection guide.

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What gets synced

What syncs	Notes
Job date and time	Yes
Job title	Yes, from the job name in ToolTime
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 ToolTime passes through to Google Calendar

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 ToolTime syncs via Google Calendar, there can be a delay of up to an hour before new jobs appear in Broadcaster.

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Does this work for my trade?

ToolTime is used by small trades businessesm particularly electricians, plumbers, and heating engineers, who want a clean, mobile-friendly job management tool. If you are already using ToolTime to manage your schedule, connecting Broadcaster adds WhatsApp client reminders on top without changing how you work.

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Ready to connect ToolTime to Broadcaster?

Start your free trial and follow the steps above. Most businesses are up and running within the same day.