Refill cancelled appointments automatically, instead of an empty calendar
A cancellation does not have to be lost revenue. TerminJet offers the freed-up appointment to a waitlist that has opted in straight away, via WhatsApp or SMS, and books the first person to accept automatically. That way open appointments are refilled automatically, without anyone picking up the phone.
Every appointment left unfilled is lost revenue
Reminders prevent some of the no-shows. Automatic refilling catches the rest. The ranges below are figures drawn from appointment-based businesses, not a guarantee but orders of magnitude to work with.
- 5-15%
- of appointments fall through at short notice or turn into a no-show, depending on the sector
- 30-90 sec.
- typically pass before TerminJet offers the freed-up slot to the waitlist
- 0
- calls needed to fill a gap, the refill runs automatically
- 100%
- of the refilling happens on your own domain, with no portal in between
From cancellation to new booking, in four steps
- Schritt 01
An appointment frees up
A patient cancels, a customer fails to show up or you cancel it yourself. TerminJet recognises the freed-up slot straight away, without anyone having to enter anything.
- Schritt 02
The engine checks the waitlist
The engine filters your waitlist by matching appointment type, practitioner and time window, and sorts by the rules you set, such as urgency or waiting time.
- Schritt 03
An offer via WhatsApp or SMS
The right people are offered the specific appointment, with one-click acceptance. The slot is briefly reserved for them so that two people do not accept the same appointment.
- Schritt 04
Rebooked automatically
The first acceptance is entered as binding, all other offers expire, the calendar is full again. You see the result without having lifted a finger.
Reminders prevent, slot recovery refills
Appointment reminders lower the no-show rate, but they do nothing about the appointments that fall through anyway. That is exactly where slot recovery comes in. Instead of simply leaving a gap empty, the engine turns the cancellation back into a booked, paid appointment.
An engine that fills the calendar back up by itself
Consent-based waitlist
Interested people sign up through your embedded form and agree to be notified. The waitlist is the basis of every refill, cleanly documented.
Automatic rebooking
Freed-up appointments are offered and assigned without any manual step. The first binding acceptance wins, the rest expires automatically.
WhatsApp and SMS
People are messaged on the channel that actually gets read. With one-click acceptance straight from the message.
Slot reservation
The offered appointment is briefly blocked while the offer is open. That way the same slot cannot be assigned more than once.
Rules per appointment type
You decide which waitlist contacts qualify for which appointments and in what order they are asked.
Full traceability
Every request, acceptance and booking is logged. You see which slot was refilled how and what the engine put in place.
Why a waitlist email is not the same as slot recovery
Many booking systems and portals can notify several waitlist contacts of a freed-up appointment by email. That is helpful, but it is not automatic refilling. The difference lies in reservation, rebooking and who owns the data and the domain.
| TerminJet | Typical portal | Plain booking tool | |
|---|---|---|---|
| Actively offer the freed-up appointment | |||
| Reserve the slot for the person accepting | |||
| Rebook automatically and bindingly | |||
| WhatsApp and SMS, not just email | Partly | ||
| Rules per appointment type and practitioner | Partly | ||
| Runs on your own domain | Partly | ||
| No commission per booking | Often a commission | ||
| EU hosting, data processing agreement | Varies | Varies |
A cancellation is no longer lost revenue, it is an appointment that is filled again within the next minute. None of us makes that call any more.
Refilling does not mean messaging people unasked
Only people who have actively agreed to be notified are contacted. The consent is recorded and can be proven at any time.
Your instance and all data sit in Germany, not on US servers and not in a shared portal.
Personal and health-related data is stored encrypted, suitable for use in practices and law firms.
TerminJet runs white-label on your domain as your instance. No shared SaaS, no marketplace that also uses your patient contacts.
Common questions about automatic refilling
How quickly is a freed-up appointment refilled?
As soon as an appointment frees up, the engine recognises it and offers the slot to the matching waitlist contacts within seconds. How quickly it is actually rebooked depends on how fast someone accepts, often within a few minutes.
How is this different from the waitlist email at Doctolib?
A portal like Doctolib can notify several waitlist contacts of a free appointment by email. But it does not reserve the slot for the person accepting and does not automatically rebook it as binding. TerminJet holds the appointment briefly, assigns it to the first acceptance and enters it firmly, all on your own domain instead of in the portal.
Through which channels are offers made?
By default via WhatsApp and SMS, because these messages are read reliably and quickly. Acceptance happens with one click straight from the message.
Are people messaged unasked?
No. Only people who have actively agreed to be contacted through the waitlist form are messaged. The consent is documented and can be proven at any time.
Does slot recovery work in my sector?
Yes. The engine is template-based and set up per sector, from physiotherapy, speech therapy and dentistry through hairdressing and beauty to car workshops and law firms. We adapt the rules of which appointments are offered to whom to your appointment types.
Does my team have to do anything when an appointment frees up?
No. The refilling runs automatically, from detection through the offer to the binding booking. Your team then sees which slot was reassigned how.
See how interested people sign up for the waitlist
This is exactly the form that feeds the engine. Anyone who signs up here with consent qualifies for automatic refilling. Enter test data and see how the entry is created.