# HVAC attendance and no-show recovery checklist
RevSet Labs • October 7, 2026
Guide: https://revsetlabs.com/resources/appointment-booking/#hvac-no-show-recovery

## Define your process
- Appointment types covered:
- Authoritative calendar or field-service tool:
- Person responsible for recording outcomes:
- Review deadline after appointment or arrival window:
- Agreed contact channels and hours:
- Recovery coordinator and backup:
- Reply/opt-out/cancellation stop rules:
- Maximum check-ins and review deadline:

## Review each appointment
Appointment ID:
Service / consultation type:
Scheduled date, time zone and arrival window:
Actual outcome and supporting note:
Outcome recorded by / at:
Reason: attended / customer unavailable / access unavailable / technician delay / cancelled / rescheduled / unknown
Next action / responsible person / due time:
Replacement appointment ID, when confirmed:

## Acceptance tests
Record pass/fail and an observed record for each case.
1. Unknown outcome creates an internal task without customer no-show messaging.
2. Technician delay routes to dispatch, outside the customer no-show sequence.
3. A customer reply cancels queued recovery messages and reaches its owner.
4. Rescheduling replaces old reminders and links the replacement appointment.
5. Duplicate status events create only one recovery task and first message.
6. Cancellation and opt-out stop recovery messages.
7. Two appointments on one contact remain independent.
8. A failed calendar update routes to an owner before confirmation is sent.

## Review a defined cohort
Appointment date range:
Observation cutoff:
Total appointments / attended / missed / cancelled / rescheduled / unknown:
Missed consultations eligible for recovery:
Recovery replies / confirmed replacement bookings / replacement attendance:
Outstanding records needing review:

Keep replacement bookings, attended visits, completed jobs and payments distinct.

Implementation review: https://revsetlabs.com/consultation/