10 Best WhatsApp Reminder Software to Automate Scheduling in 2025
Our calendars are always full of meetings, events, deadlines, and more. In our busy schedules, it’s easy to forget important events, tasks, or commitments.
This also applies to your customers. They may forget about scheduled appointments, pending payments, or upcoming renewals, leading to missed opportunities and revenue loss.
For businesses with a large customer base, manually reminding every client is daunting. Plus, the chances of missing some reminders or making errors increase. So, what’s the solution? The answer lies in setting up WhatsApp Reminders.
By automating reminders through WhatsApp, you can send timely notifications without any manual effort. This improves customer engagement, reduces no-shows, and enhances operational efficiency.
In this blog, we’ll explore everything you need to know about WhatsApp Reminder software, how it works and what features to look for. We will also find out about the top software options and how to choose the best one for your business.
What is Whatsapp Reminder Software?
WhatsApp reminders refer to the process of sending automated reminders to your clients. They alert clients about upcoming appointments, payments, events, or tasks.
By ensuring that your customers stay informed and prepared, WhatsApp Reminders help you manage things efficiently and reduce the chances of missed opportunities.
With automated WhatsApp reminders, you can streamline communication and enhance overall efficiency.
WhatsApp messages have an open rate of 98%. So, these notifications serve as gentle nudges, keeping your clients aware of important commitments.
WhatsApp Reminders can make customer interaction seamless, whether reminding them of an upcoming visit, ensuring timely bill payments, or keeping them engaged post-service.
WhatsApp Reminders can be used for a range of tasks, including:
Appointment Reminders
Businesses such as healthcare providers, beauty salons, and consultants can send automated reminders to their clients, ensuring they don’t miss their scheduled appointments.
These reminders help reduce no-shows, optimize time management, and create a more organized experience for both businesses and customers.
Research states that 42% of men and 51% of women prefer text message reminders for appointments.
Payment Reminders
Late payments can be a hassle for businesses.
WhatsApp Reminders help companies send automatic notifications regarding pending invoices, subscriptions, or overdue payments. This ensures a smooth cash flow while making it easier for customers to keep track of their dues.
Event Notifications
Customers are 50% more likely to respond to a WhatsApp text. Whether it's a seminar, a wedding, or a corporate meeting, WhatsApp Reminders keep attendees informed about schedules, venues, and any last-minute changes.
These messages eliminate confusion and ensure a well-coordinated event experience.
What should you look for in the WhatsApp Reminder Software?
Approximately 80% of WhatsApp messages are opened within five minutes of delivery. Thus, selecting the right WhatsApp Reminder software is crucial for enhancing communication, streamlining operations, and maintaining strong client relationships.
Here's a comprehensive guide to the key features and considerations to keep in mind:
1. User-Friendly Interface
An intuitive and easy-to-navigate interface ensures you can interact with the system effortlessly.
Look for software that can be easily customized to your business's requirements. The tool should have different messaging templates based on other requirements to make crafting an engaging message easier.
2. Customization and personalization
The ability to tailor messages to individual clients adds a personal touch, fostering stronger relationships. 75% of users prefer personalized messages.
Look for software that allows you to customize message content, scheduling, and frequency to align with your brand's voice and meet specific client needs.
3. Integration Capabilities
Seamless integration with existing tools like CRM systems, calendars, and email platforms is vital for a cohesive workflow. This ensures that reminders are synchronized across platforms, reducing the risk of missed appointments or tasks.
5. Compliance with Privacy Regulations
68% of customers prefer WhatsApp for business communication due to its end-to-end encryption.
So, ensuring that the software complies with data protection laws like GDPR is essential to protecting client information and maintaining trust. The software should have features such as data encryption and secure storage.
6. Analytics and Reporting
Access to analytics helps you understand the effectiveness of your reminders. Look for features that track delivery, open rates, and client responses to provide valuable insights to refine your communication strategy.
7. Scalability
As your business grows, the software should be able to accommodate an increasing number of clients and reminders without compromising performance. Scalable solutions ensure long-term usability and return on investment.
8. Reliability and Support
Dependable customer support is essential to solve any queries the customer might have. Look for software that can seamlessly connect with human customer service agents if the customer needs additional support.
Research suggests that one-third of customers expect a quick response.
9. Technical Requirements
WhatsApp Reminder software comes with different technical requirements and platform compatibility options.
Some solutions work as browser extensions, while some WhatsApp reminder tools are mobile applications. When evaluating platform compatibility, you should check whether the solution works seamlessly across all your devices.
Top 10 Whatsapp Reminder Software
WhatsApp Reminder tools provide an easy way to remind customers about their appointments. Here is a list of the top 10 WhatsApp Reminder software you can opt for:
1. Gallabox
Gallabox helps you deliver timely and relevant messages, ensuring customer loyalty. It provides a unified dashboard to track all your reminder metrics, making campaign management seamless.
Key Features
- Pre-built templates: You can segment your audience, customize messages using pre-built templates, and launch WhatsApp reminder campaigns effortlessly.
- Collaboration tools: Shared team inbox ensures efficient collaboration. You can add notes, tag team members, check chat history, assign conversations, and switch between channels.
- Integration with tech stack: You can improve your workflow with seamless integration of third-party tools you use.
- WhatsApp chatbot: You can address customer queries in the chat itself, ensuring that all the concerns your client has are solved.
Pros
- The drag-and-drop functionality makes it easy to customize the reminders based on the business requirements.
- You can minimize no-shows by sending well-timed reminders to attendees, helping you maximize participation and engagement.
Cons
- Some users have expressed complexity in navigating the features but the onboarding is top notch.
Ratings and reviews
- G2: 4.6/5 (150+ reviews)
- Capterra: 4.5/5 (N/A)
2. Any.do
Any.do’s WhatsApp Reminders feature allows you to set and receive based on your ongoing conversations. This allows you to send personalized reminders to your client.
Key Features
- Share essential lists: Any.do allows you to share essential function lists with over 1500 apps.
- Categorize using colours: You can categorize tasks using colors and labels for better visualization.
- Kanban views: Its Kanban view feature enables you to manage and visualize tasks in an organized manner.
- Custom views: Custom views help you track ongoing work, activity, and task progress.
- Automation: It simplifies assigning tasks, updating statuses, and setting due dates.
Pros
- You can integrate easily via mobile and desktop apps.
- The bot appears directly after activation, so you will not need to open the main app.
Cons
- Users have expressed concerns about integration with apps.
Ratings and reviews
- G2: 4.2/5 (190+ reviews)
- Capterra: 4.4/5 (180+ reviews)
3. Cooby’s Chrome Extension
Cooby’s Chrome Extension allows you to stay organized by setting task reminders and efficiently managing conversations.
Key Features
- Productivity tools: It enhances WhatsApp Web with additional productivity tools, such as alerts and Google Calendar integration, for better meeting management.
- Mini-CRM: Get a quick visualization of customer information and perform on-the-spot actions linked to your CRM.
- Logs messages in CRM: All the message exchanges will be logged into the CRM so you can stay compliant and avoid frauds.
- SOC 2 Type 2 and GDPR compliance: You can uphold high standards of data security and privacy of the clients.
- CRM integration: Be it a market leader or a custom in-house tool, you can seamlessly integrate it.
Pros
- With performance and leads management dashboards, you can identify areas of improvement easily
Cons
- Users have expressed that the UI can be made smoother.
Ratings and reviews
- G2: 4.5/5 (N/A)
- Capterra: 4.3/5 (N/A)
4. AiSensy
AiSensy offers an advanced engagement platform where you can send messages to and manage thousands of contacts.
Key Features
- Broadcast schedules and reminders: It enables you to broadcast schedules and send reminders to thousands of contacts with a single click, along with real-time tracking.
- Human-agent support: The tool supports human agents in providing live chat support on WhatsApp.
- Tags and attributes: You can manage contacts through segmentation using tags and attributes.
- Facebook and Instagram ads integration: The integration with Facebook and Instagram ads helps you drive users to WhatsApp messaging.
- Verified presence: AiSensy helps you get a verified(green tick) presence on WhatsApp, which enhances customer trust.
Pros
- High ROI, pre-approved template gets you approval in just 10 minutes.
- User-friendly workflow makes it easy to manage the campaigns
Cons
- Users have expressed concerns about some links and buttons opening in the same tab, which can disrupt the workflow
Ratings and reviews
- G2: 4.4/5 ( 70+ reviews)
- Capterra: 4.4/5 (N/A)
5. Remindax
Remindax offers an automated messaging system that allows you to schedule and automate communication effectively.
Key Features
- Autopilot mode: It supports WhatsApp Reminder services, enabling you to set reminders for specific dates and times.
- Add notes or attachments: You can add notes to the reminder messages as and when needed to ensure personalized and complete information.
- GDPR compliance: Remindax ensures compliance with GDPR, making it a secure solution for you.
- User-friendly interface: You can add new reminders, manage reminders and set up repeat reminders quickly and easily.
- Holistic dashboard: The tool helps you document renewals, payments and important due dates and sends alerts when any of your documents are about to expire.
Pros
- You can track the reminders by generating a reminder report, and reminder replies report.
- User-friendly and organized interface shows everything on top
Cons
- Users did not find a prompt to renew a task when it expired.
Ratings
- G2: NA
- Capterra: 4.6/5 (N/A)
6. Wati
Wati simplifies setting up reminders through its user-friendly interface and automation features.
Key Features
- Sequence feature: One of its key functionalities is the Sequence feature, which enables automated messaging for customer communication.
- Customizable notifications: You can set flexible reminder times as per your requirements.
- Group reminders: You can send reminders to a group when managing a team, so that everyone can stay aligned.
- Check message history: All the templates are stored in one place so you can check past messages and follow up.
- Integration with other apps: You can integrate the software with other tools to make WhatsApp a central hub for all the reminders.
- Robust analytics: You can easily track customer behaviour to improve your services.
Pros
- You do not need to install any extra software which makes setting reminders simple.
- You can connect with your team and clients in one app only.
Cons
- The rollout of new features is a bit slow.
- A lot of customization is not available.
Ratings and reviews
- G2: 4.6/5 (300+ reviews)
- Capterra: 4.6/5 (150+ reviews)
7. Setter AI
This AI-powered tool seamlessly integrates into your sales workflow, sending automated WhatsApp reminders to keep your prospects engaged. Delivering personalized nudges at the right time minimizes forgotten appointments and maximizes conversions.
Key Features
- Personalized messages: With its scalable personalization, you can set unlimited dynamic parameters. Whether it's a follow-up call or a sales meeting.
- 24/7 availability: Setter AI ensures 24/7 availability, so leads across different time zones never miss an important meeting.
- Access to chat logs: You can track every conversation so that you never miss a detail.
- Pass data to CRM: You can easily pass outcomes to the CRM integrated into zapier.
- 6000+ apps: You can connect over 6000+ apps with zapier integration to streamline your workflow.
Pros
- You can quickly reduce lead response times.
- Meetings can be booked directly into Calendly.
Cons
- Heavy reliance on AI sometimes cannot capture the nuances of human interactions.
- It may take some time to understand the features completely.
Ratings and reviews
- G2: N/A
- Capterra: N/A
8. Bot Penguin
With BotPenguin, setting up WhatsApp reminders is easy! No need to struggle with API integrations or complex coding, with just a few clicks, you can easily schedule and automate reminders for appointments, payments, or events without any hassle.
Key Features
- Contact segmentation: Organize and segment your contacts for targeted messaging, ensuring each reminder is relevant and personalized.
- Easy integration: You can integrate the tool with custom tools or third-party tools to improve the workflow.
- No coding required: The tool lets you manage communication efficiently with no coding and zero development time.
- Centralized customer data: You can import your contact list via CSV file, which lets you segment customers and send targeted messages.
- Set triggers: You can choose from one-time reminders, recurring reminders, and event-based reminders to improve customer experience.
Pros
- Easy customization helps to improve customer engagement.
- Regular updates and improvements ensure seamless workflows.
Cons
- A lot of options sometimes feel overwhelming.
Ratings
- G2: 4.5/5 (N/A)
- Capterra: 5/5 (N/A)
9. Trengo
With Trengo, you can share reminders with your customers in a personalized way. With the AI tool, you can make sure that repetitive tasks are handled quickly, letting the team focus on complex tasks.
Key Features
- Translations: You can easily translate conversations in any language to ensure simple interactions.
- AI summarization: Easy summarization on ongoing conversations ensures simplicity.
- Multi-user and teams: You can easily collaborate on conversations, no matter if your team size is small or big.
- Seamless mobile onboarding: With direct support lines, you will get convenient mobile onboarding in minutes.
Pros
- AI features save time with quick responses.
- You can manage all your communications through a single platform.
Cons
- Users expressed about not having instruction videos for using the features.
Ratings and Reviews
- G2: 4.3/5 (220+ reviews)
- Capterra: 4.1/5 (N/A)
10. Eazybe
Eazybe allows you to quickly set reminders for yourself or a list of contacts. With its Chrome extension, you can manage important conversations easily.
Key Features
- CRM integration: You can integrate all the CRM tools within WhatsApp to track and manage conversations.
- Chat backup: All the WhatsApp conversations are stored in the CRM, which eliminates the possibility of losing valuable data.
- AI triggers: AI triggers identify customer mood, track leads, etc. to enhance user engagement.
- Mini CRM: You can view deals, update tasks, and manage leads without the need to switch tabs.
- AI labels: AI-powered labels organize and sort the conversations automatically which streamlines follow-ups and leads.
Pros
- Simple and quick integration ensures an efficient workflow.
Cons
- Users expressed that the sequence of labels or funnels should be more customizable as per the user requirements.
Ratings and reviews
- G2: N/A
- Capterra: 3/5 (N/A)
How do I choose the WhatsApp Reminder Software for my business?
Research shows that WhatsApp has a delivery rate of 90%. And when you use WhatsApp Reminders, you can leverage the delivery rate to increase retention and engagement.
So, choosing the right WhatsApp reminder software for your business involves careful evaluation to ensure it effectively meets your needs.
With so many options available, here’s how to make the right choice:
Define Your Needs
Start by identifying why you need WhatsApp Reminders. Are you looking for a tool for personal use, customer service, appointment scheduling, or WhatsApp marketing automation?
50% of users prefer WhatsApp Reminders for appointments, webinars, and event notifications. Understanding your primary use case will help you choose software that aligns with your goals.
For instance, businesses that rely on customer engagement might prioritize automated follow-up messages, while those focused on appointments may need scheduling integrations.
Evaluate Features
Once you have a clear idea of your needs, compare different software options based on their features. Look for the features mentioned above and choose the software that aligns with your brand's unique requirements.
Review Pricing Plans
Pricing is a crucial factor when selecting WhatsApp Reminder software. Different providers have varied pricing models.
So, compare these pricing structures and choose the one that provides the best value for your budget. Keep an eye out for hidden fees or limitations on the number of messages you can send per month.
Look for Customer Support
Reliable customer support is essential, especially if you encounter technical issues or need assistance setting up the software.
Check whether the provider offers live chat, email, or phone support. You should also read user reviews to gauge the responsiveness and effectiveness of their support team.
Test with a Free Trial
Many WhatsApp Reminder software providers offer free trials or demo versions. Opt for these trials to test the platform’s usability, reliability, and features. During the trial, assess how well it integrates with your existing tools and whether it meets your expectations.
Help your customers stay on top of schedules with WhatsApp Reminder Software
WhatsApp reminders provide an efficient way to remind your customers about their commitments. With the automated notifications, you can ensure that no important reminder is missed.
By considering the factors above, you can choose software that aligns with your business requirements.
Besides, with Gallabox’s event reminders, you can effortlessly send automated notifications, boosting participation and reducing no-shows. Its user-friendly interface makes setting up reminders quick and hassle-free, while the centralized dashboard lets you track performance and optimize results.
Don’t let missed appointments or events affect your business; sign up for Gallabox’s event reminder services today. Stay ahead with seamless, automated communication that keeps your customers engaged and informed.
Sign up now for a free demo!
FAQs about WhatsApp Reminder Software
Why should I use WhatsApp reminders?
Whatsapp is a commonly used platform and is accessible to a large number of users. This will allow you to reach your target customers efficiently. Additionally, notifications delivered through WhatsApp are mostly opened immediately, so the probability that the customer will be notified on time is high.
What are the best practices to set WhatsApp reminders?
To save time and maintain consistency, use personalized templates for appointment reminders. Choose the best timing based on your audience. Keep messages short, friendly, and clear, including all key details. Additionally, make sure that you maintain data privacy and security to ensure customer trust.
Are there any limits for scheduling reminders on WhatsApp?
WhatsApp does not have any limits for scheduling reminders. But, when you use a third party, there can be limits based on the plan you are using. Make sure that you check the reminder limit before you choose a platform to avoid any inconsistencies in the future.
How much does WhatsApp Reminder Software cost?
The cost of WhatsApp reminders varies based on the provider and the plan you choose. Pricing depends on the number of messages sent, features offered, and integrations available. Some platforms charge per message, while others have subscription-based plans.
Can small businesses use WhatsApp reminders?
80% of medium and small businesses prefer WhatsApp as a crucial communication tool. WhatsApp Reminder Software helps you automate this process, ensuring your customers stay informed without extra effort from you.
Get your business on WhatsApp with Gallabox
Related articles
Take Gallabox for a 7-day ride
.svg){kind=icon}
%201.png){kind=icon}
