Kaer follows up on bookings from your own inbox and calendar. It answers enquiries, handles reschedule requests, drafts the day-before reminder and chases no-shows. Replies wait for your approval until you switch on auto-replies for the routine ones, and a no-show message waits for you every time.
Which booking messages need you, and which can Kaer draft?
Kaer drafts four kinds of booking message, as its booking follow-ups page sets out. The table shows what it produces for each one and who has to say yes before it goes out.
| Message | What Kaer drafts | Who has to say yes |
|---|---|---|
| An enquiry asking whether a slot is free | A reply with your booking link or two free slots from the calendar | You, for the reply |
| A request to move to another week | A new slot found from the calendar, and the answer | The reply rule applies: you, unless auto-replies are on |
| The reminder the day before | A note with the address and anything the person should bring | You, unless you let routine reminders go automatically |
| A no-show | A short message offering a new time | You, for every message |
Here is a hypothetical case to show how the approval works. A two-chair salon has a Thursday afternoon gap after a cancellation, and someone asks whether Thursday is free. Kaer drafts a reply that offers two free slots from the calendar, and the reply waits until the owner approves it.
Do you still need Calendly's own reminders?
The page says to keep Calendly's own reminders for fixed messages sent at fixed times. Hand Kaer the replies that someone has to read first, such as a request to move to another day. The page says Kaer reads that message, finds a new slot and drafts the answer.
What do you set up before Kaer sends anything?
Kaer's own set-up has four steps, as laid out on the booking follow-ups page, and the last one decides how much runs without you.
- Connect your mail and calendar. Google Calendar connects directly, and that connection is in beta. For mail you can take a Kaer address, or connect a mailbox you already have over IMAP, which leaves your mail where it is. A Kaer address can also run on your own domain: you publish the TXT record the domain shows you, then click Verify now.
- Give it your booking rules. The page lists your hours, the gaps you want between appointments, who can book what, and your booking link.
- Add your wording. The confirmation, reminder and no-show messages are written in your own voice.
- Approve everything at first. Then switch on auto-replies for the messages that never need changing.
Which calendars and booking tools does it work with?
Google Calendar connects directly. Other calendars need Kaer's own browser, and the booking page says to test yours in a chat before you rely on it. Calendly is handled the same way: Kaer works it in its own browser. As advice, not a page rule, a simple test is one real booking request sent to yourself, read in the chat and checked against the diary before any client sees a reply. The booking page also says that if a site works in an ordinary browser, Kaer can sign in and use it. The integrations page adds a caution: systems behind a VPN or with unusual sign-in need a conversation first.
There is a cost to know about before you plan around one. The integrations page says that a supplier portal or a booking system with no integration needs a paid plan. The pricing page lists which features each plan includes, and working sites with no integration is not on the free plan, so check it before you commit.
Why does a no-show message need a human?
A reminder can go out on its own once you let routine ones run automatically. A no-show is different. The booking follow-ups page gives the reason: the right message depends on who missed the appointment and what they booked. So Kaer drafts a short note offering a new time and holds it for you.
A second hypothetical case, this time a physiotherapy clinic. A client misses a 10am appointment, and Kaer drafts a message offering the next free slot that week. The clinic owner reads it, knows this client usually rings to rebook, and phones instead. The draft was ready before the owner opened the message, and the decision stayed with the person who knows the client. No message went out under the owner's name without a look.
Should routine replies go out without you?
Kaer's mail settings have three modes: Manual, Semi-auto and Full auto. In Semi-auto, every reply waits for you to press Approve and send. In Full auto, replies stop at the hourly cap you set, and anything Kaer should not handle goes to the escalation address you name. The hourly cap is the setting that limits how many replies can go out in an hour, so it is worth setting before you turn Full auto on.
The booking page ties auto-replies to the routine messages. How far to go with them is advice, not a rule from Kaer's pages: keep Semi-auto until the drafts of one message type come back needing no edits, then turn auto-replies on for that type only, and leave the no-show messages out of it.
What does Kaer leave to you?
A click that pays or books waits for your approval, according to the booking follow-ups FAQ. You type any password yourself. The pricing page's FAQ adds that Kaer hands sign-ins and CAPTCHAs back to you, and never types card or bank details. Every task keeps an activity history you can check.
The guide to answering enquiries from your inbox suggests one habit that costs little: check the morning's sorting the way you would have sorted it, before you let Kaer write any replies.
Frequently asked questions
Which businesses is booking follow-up for?
The page names real estate and letting agents, salons, studios and trades, and consultants and coaches. Its test is any business where a missed follow-up means an empty slot.
Can I start without a card?
Yes. The Starter plan is free, and no card is required to sign up and use the free plan.
