Welcome to your appointment automation training! In this module, you’ll learn how to streamline your customer experience using automated workflows. These workflows reduce no-shows, boost professionalism, and save your team valuable time.
You’ll start by creating a new workflow triggered by a client booking an appointment. From there, you’ll add contact tags, send confirmation emails and SMS messages, notify your team, and schedule follow-up reminders—ranging from one week to even 10 minutes before the appointment.
Each action you add reinforces your brand’s reliability and ensures clients feel cared for. After setting up your workflow, make sure to test it, publish it, and double-check your settings to ensure everything runs smoothly.
This workflow becomes your silent assistant—handling the routine, so your team can focus on delivering exceptional service.
Transcript
In today’s fast-paced world where time is of the essence, automated reminders and notifications act as your reliable assistant—ensuring that appointments are never missed or forgotten.
This proactive communication not only reduces the likelihood of no-shows but also fosters a sense of professionalism and dependability. With each reminder and update delivered promptly, clients are more likely to perceive your service as organized and attentive to their needs.
Moreover, this workflow allows your team to redirect valuable time and resources—previously spent on manual outreach—towards higher-value tasks.
As automation handles routine reminders, you can focus on delivering exceptional service, addressing specific client needs, and fine-tuning the overall customer experience.
Now that our funnel is complete, we can get started on our workflow. Click Automation on the left sidebar and create a New Workflow.
Start from scratch and name your workflow at the top. The first step is to Add a Workflow Trigger. Select “Customer Booked Appointment.” You can rename this trigger and set specific filters.
Choose the calendar you created earlier. From your list of calendars, select the one where the appointment was booked—this will trigger the workflow.
Next, add your first Action. What the system does after a client books depends on your workflow design.
We’ll begin with “Add Contact Tag.” You might tag them as “Appointment Booked”, “Lead”, or include the type of appointment.
Next, add a Confirmation Email. Rename the action. The “From Name” and “From Email” default to your settings, but you can override them here. You can also insert custom values into your email messages.
Add a Wait Step, then follow with a Confirmation Text Message—reminding the client of their appointment. Name your action and write the message using custom values or select from templates.
You can also send an Internal Notification once the appointment is booked. Choose between email, SMS, or app notification. Add a title, a message, and choose which team members will receive it.
Once confirmations are complete, it’s time to add Reminders. Choose “Wait for Event” or appointment time. Customize how many days before the event each reminder goes out. For example, send an email one week prior, another three days prior, and a 1-day reminder text. You can even add a 30-minute or 10-minute final reminder.
Incorporating automated reminders, notifications, and confirmations not only streamlines your operations but also elevates your brand’s reputation. Review your settings and ensure all necessary info is filled in properly.
Once your workflow is complete, click Test Workflow, then Publish and Save it.
Embracing automated reminders and confirmations enhances convenience and reflects your commitment to a seamless customer experience. By leveraging automation for routine tasks, you free up time to focus on delivering exceptional service and building meaningful client relationships.
This modern approach improves operations and leaves a lasting impression of professionalism and reliability.
That’s it! Follow the lesson instructions and mark this complete to continue.
