How to Send SMS Reminders from a Google Spreadsheet

Many small businesses manage their client lists in a Google Spreadsheet. If that sounds like you, this guide shows how to turn your spreadsheet into an automated SMS reminder system using Remindlo and Zapier. Every time you add or update a row, Remindlo can automatically send a text reminder before the client's next appointment.

We have also prepared a free Google Sheets template that works as a mini CRM - ready to copy and start using right away.

What You Need

A Google account with access to Google Sheets.
A Remindlo account - create one for free.
A Zapier account - a free Zapier plan works for simple Zaps.

Free Google Sheets CRM Template

We have created a ready-to-use spreadsheet template that works as a simple customer database. It includes all the fields Remindlo needs to send SMS reminders, plus extras like recurrence settings and marketing consent.

→ Open the free Google Sheets CRM template

To use it, open the link above and go to File → Make a copy. That gives you your own editable version. The template is open to anyone with a Google account.

Template Columns Explained

Column	Description	Required for SMS
First name	Client's first name. Used to personalise messages.	Recommended
Last name	Client's last name.	Optional
Email	Client's email address.	Optional
Phone number	Must include the country code (e.g. +44 for UK, +1 for US).	Yes
Note	Any additional information about the client. Stored as a note on the contact in Remindlo.	Optional
Next Visit/Service/Appointment	The date of the client's next appointment. This is the date Remindlo uses to schedule the SMS reminder.	Yes
Recurrent service	Whether this client has a recurring appointment (yes/no dropdown).	Optional
Repeat interval	How often the appointment repeats (e.g. 12 for every 12 months).	If recurrent
Repeat schema	The unit for the repeat interval (e.g. months, weeks).	If recurrent
Consent to receive messages	Whether the client has given consent to receive SMS (yes/no dropdown).	Recommended

How It Works

The flow is simple:

You add or update a client row in your Google Sheet.
Zapier detects the new or updated row.
Zapier sends the data to Remindlo via the Create Contact action.
Remindlo schedules an SMS reminder based on the appointment date and your campaign settings.

Once set up, you just maintain your spreadsheet. The rest happens automatically.

Step-by-Step Setup

Step 1: Prepare Your Spreadsheet

Either copy our free template (File → Make a copy) or use your existing spreadsheet. If using your own, make sure it has at minimum these columns:

Phone number (with country code, e.g. +447700900123). To add it correctly in Google Sheets, add it with ' at the beginning. Example: '+44508115312
Next appointment date
First name (recommended for personalised messages)

Step 2: Create a Campaign in Remindlo

Before connecting Zapier, set up a campaign in Remindlo that defines your reminder schedule:

Go to your Remindlo dashboard.
Create a new Campaign (e.g. "Appointment Reminders").
Configure when reminders should be sent (e.g. 24 hours before, 2 hours before).
Write your message templates. Use variables like {{first_name}} and {{business_name}} to personalise each message.
Note the campaign name - you will need it when setting up the Zap.

Step 3: Create the Zap in Zapier

Set up the trigger

Log in to Zapier and click Create a Zap.
Choose Google Sheets as the trigger app.
Select New or Updated Spreadsheet Row as the trigger event.
Connect your Google account and select your spreadsheet and worksheet.
Test the trigger - Zapier will pull in a sample row from your sheet.

Set up the Remindlo action

Click + to add an action step.
Search for Remindlo and select Create Contact.
Connect your Remindlo account if you have not already.

Map the spreadsheet columns to Remindlo fields:

Remindlo Field	Google Sheets Column
First Name	First name
Last Name	Last name
Phone Number	Phone number
Email	Email
Note	Note
Marketing Consent	Consent to receive messages
Next Appointment	Next Visit/Service/Appointment
Campaign IDs	Your campaign name (e.g. "Appointment Reminders")
Is Recurrent	Recurrent service
Recurrent Interval	Repeat interval

Test the action to confirm the contact appears in your Remindlo dashboard.

Step 4: Turn On the Zap

Once both steps test successfully, click Publish to activate the Zap. From now on, every new or updated row in your spreadsheet will automatically create or update a contact in Remindlo and schedule the SMS reminder.

Handling Recurring Appointments

The template includes columns for recurring services. If a client visits regularly (e.g. every 6 months for a dental checkup, every 12 months for a boiler service), you can set:

Recurrent service to "yes"
Repeat interval to the number (e.g. 6, 12)
Repeat schema to the unit (e.g. months, weeks)

Remindlo will use this information to automatically schedule future reminders after each appointment, so you do not need to update the spreadsheet every time.

Who Is This For?

This setup is ideal for small businesses that:

Already manage clients in a spreadsheet and want to add SMS reminders without switching to a new system.
Do not use a booking platform like Calendly or Cal.com but still want automated text reminders.
Want a free, simple CRM without the complexity of full CRM software.
Have recurring clients (hairdressers, dentists, mechanics, cleaners, pet groomers, tutors, vets) and want to reduce no-shows.

Tips and Best Practices

Always include the country code in phone numbers. Write +447700900123, not 07700900123. This ensures Remindlo can deliver the message to the correct country.
Use a consistent date format for the appointment column. DD/MM/YYYY works well for UK businesses. The spreadsheet template is set up so you only need to click the date cell twice and selectw the date from a ready calendar. That guarantees the necessary format.
Keep one row per client. If you need to update an appointment, edit the existing row rather than adding a new one. The "New or Updated Row" trigger in Zapier will pick up the change.
Use the consent column. Recording that clients have agreed to receive SMS is good practice and helps you stay compliant with UK messaging regulations.
Test with your own number first. Add yourself as a test row to verify the full flow before adding real clients.

Troubleshooting

Zap is not detecting new rows

Zapier polls Google Sheets every few minutes. Allow up to 15 minutes for a new row to be detected.
Make sure the row is fully filled in. Zapier may skip rows where key fields are empty.
Check that the correct spreadsheet and worksheet are selected in the Zap trigger.

Contact not appearing in Remindlo

Check the Zap's Task History in Zapier for error messages.
Verify the phone number includes a country code (e.g. +44).
Make sure your Remindlo account is connected and authorised in Zapier.

Reminder not sending

Check that the appointment date is in the future. Remindlo does not send reminders for past events.
Verify the contact is enrolled in the correct campaign in your Remindlo dashboard.
Make sure your campaign has active reminder messages configured.

Duplicate contacts

If you are adding new rows for existing clients, consider using Find or Create Contact instead of Create Contact in the Zapier action. This searches by phone number first and only creates a new contact if no match is found.

Need Help?

If you need assistance setting up SMS reminders from Google Sheets, contact us at [email protected]. We are happy to help you get everything connected.