PortaPottyBossPro Blog — Event Rentals & Booking

Confirmation and Reminder Texts for Event Porta Potty Customers

Event customers worry. They booked weeks or months ago, the event is this weekend, and they have not heard from you since. So they call the office: "Are we still on for Friday?" Multiply that by every event on a busy weekend and the office spends all day answering the same question. Texts that answer it before it is asked are one of the easiest wins in event work.

The Question Every Event Customer Asks

Good placement notes, as covered in Placement Notes for Event Porta Potties: Every Unit in the Right Spot on the Grounds, get the units in the right spot. Good communication makes sure the customer knows they are coming. Both matter. A customer who gets the right units in the right spot but spent two days wondering whether you forgot them does not leave a five-star review.

Texts also protect your drivers. A host who knows the truck is coming moves the car, opens the gate and points the driver to the right spot. A host who was not expecting the truck may not be home, may have blocked the driveway, or may want to talk through placement for twenty minutes while the next stop waits.

The Confirmation

When the customer approves an estimate or completes a sign-up, send a confirmation. It should say what they booked, the date, the delivery window and what happens next. If you take a deposit, say that it has been received. A customer with a confirmation in their phone does not need to call to check.

With two-way texting from the office, you can send that confirmation by text, and any reply comes back to the office tied to the right client.

The Reminder

Automated service reminders go out by text and email before the job. For events, the night before the delivery is the most useful time. The reminder tells the host the units arrive tomorrow and is a natural prompt for any last details: "The gate will be locked, I'll leave the code on the job," or "Can you put them behind the garage instead?"

Catching that kind of change the night before is much better than the driver discovering it at the site.

On the Way and Arrived

When the driver starts the job in the driver app, the customer automatically gets an "on the way" text. When the driver arrives, they get an "arrived" text. For a wedding planner juggling vendors, or a race director on the morning of a race, these two texts answer the question before it is asked.

Customers who use the customer app can also see the day's route on a live map, and how many stops away the truck is, such as "You're stop 12 of 20, the crew is 5 stops away."

Letting Customers Choose

Not everyone wants every alert. In the customer app, customers set their own alert preferences: the night before, when they are next, and when the tech arrives. A host who wants to know everything turns them all on. A busy contractor who also books event units for a company picnic can keep only the ones that matter to them.

The Pickup Side

The pickup works the same way. A reminder before the pickup day lets the host know the units leave tomorrow, which is a good moment for them to tell you if they need an extra day. On the day, the on-the-way and arrived texts go out again. If they asked for extra days, rental tracking bills them automatically at your per-day rate.

Replies Land in the Office

Customers reply to texts. "Can you come after 10?" "The tent people are using the driveway until noon." "We need one more unit." Every reply comes into the office's two-way texting, tied to the client, so whoever is working the office can see the whole conversation and answer. Nothing gets lost in a driver's personal phone.

Watch the Text Count

Every plan includes a monthly text allowance: 500 segments on Start, 1,000 on Pro and 2,000 on Crew, counting texts sent and received. A busy event season sends a lot of reminders and alerts, so keep messages short and plain, and extra texts are available if you need them. Emails go out too, which helps for longer messages like confirmations with details.

Fewer Calls, Happier Customers

When every event customer gets a confirmation, a reminder, an on-the-way text and an arrival text, the "are we still on?" calls mostly stop. The office spends its time on real changes instead of reassurance. For more on how texts fit with the rest of the event workflow, visit the event porta potty rental software page.