Talk to the person who builds it

How to reach us

Requests and suggestions

If VastPilot is missing something your clinic needs, write and say so plainly. We would rather hear “this does not do X and that is why I did not sign up” than never hear from you at all.

Things worth telling us:

• A booking system you want appointments pulled from
• Wording in the reminder email that does not fit how you talk to clients
• A report you keep building by hand that we should be building for you
• Anything that broke, behaved oddly, or looked wrong

How the system actually works

Before you hand any tool your appointment book, you should know what it does with it. Here is the honest version.

Reminders

• Two reminders per appointment: roughly 24 hours before, and again about 2 hours before.
• They are sent by a scheduled job that runs every hour — not by a browser tab that has to be left open.
• A cancelled appointment is never emailed. Cancelled appointments are also excluded from the revenue figures in your dashboard, because money you did not take is not money a reminder protected.
• An appointment with no client email address is skipped rather than guessed at.
• Each account has a daily sending ceiling, so a mistake in your calendar can never turn into hundreds of emails to your clients.

Your clients' data

• Every row in the database is tied to one business and isolated at the database level, not just hidden by the interface. One clinic cannot read another clinic's appointments.
• We do not sell, rent or share client email addresses with anyone.
• Client emails are used for one thing: sending that client their own appointment reminder. They are never added to a marketing list.
• Reminder emails carry your business name and reply to your address, so a client who answers reaches you, not us.

Calendar connection

• VastPilot reads your calendar through the private feed address your calendar provider gives you. The access is read-only — nothing is ever written back to your calendar.
• Only events that have a guest email address are imported. An event with no email has nobody to remind, so blocks like “Clinic closed” are ignored.
• An event cancelled in your calendar arrives as cancelled, and no reminder goes out.
• You can disconnect at any time. Appointments already imported stay in your account, so your history and reports are not rewritten.

Money

• Flat monthly price. No per-message fee, no per-client fee, no setup fee.
• The trial does not ask for a card.
• Cancel whenever you like — see the Terms for what happens to your data afterwards.

Who runs VastPilot

VastPilot is built and operated by KairoSystems, an independent software company. It is deliberately small: a support email reaches the person who writes the code and can change the product, not a call centre reading from a script. If you would rather deal with a large vendor and a ticket number, we are honestly not that.