N-007.0.2: Calendar Automations #

This module automates appointment scheduling and management, streamlining communication and reducing manual tasks. It ensures consistent client engagement through automated workflows, reminders, and status updates.

How It Works: Surface Level #

When the automation fires:

• It triggers workflows based on appointment statuses, such as confirmations, cancellations, and no-shows.
• It sends automated reminders and follow-ups to clients.
• It manages appointment statuses and updates in real time.
• It connects with other modules and updates tags based on client interactions.

Detailed Workflow Steps #

Setup for Automated Communication:

Email/Text Templates:

• 21 Email/Text Templates: Pre-designed templates for various appointment scenarios.
• Customization: Edit templates to include specific client details and relevant content.

Workflows:

• Tag Routing -> Calendar Automations (WF-0.0): Directs tags to appropriate workflows.
• APPT Cancelled -> Let’s Reschedule (WF-6.1): Engages clients when appointments are cancelled, prompting rescheduling.
• APPT No Show -> Let’s Reschedule (WF-7.1): Initiates rescheduling for missed appointments.
• APPT Confirmed – Schedule A Call With Us -> Reminders (WF-3.1): Sends reminders for confirmed appointments.
• Status Update Form Submitted -> Disposition APPT (WF-1.1): Updates appointment status based on form submissions.
• Follow up date added to contact -> Internal reminders (WF-2.1): Sends internal reminders for follow-up actions.
• Call status within N-007.0.2-3.1 (WF-3.2): Manages call statuses within the workflow.

Funnel Steps:

• Meeting Status Update (Sales): Updates client status post-meeting.
• APPT Status Update – Thank You: Sends thank-you messages after appointments.
• Calendar – Schedule a Call With Us: Facilitates scheduling calls with clients.
• Schedule a Call With Us – Thank You: Sends thank-you messages post-call scheduling.

Handling Customer Replies:

• Trigger: When a reply is received from an email or text.
• Actions: Removes the contact from automated workflows and tags them for follow-up.

How It Works: Deep & Technical Level #

Setup for Automated Communication:

Email/Text Templates:

• Edit Templates: Navigate to Marketing > Templates. Customize each template with specific details and content.
• SMS Templates: Include opt-out instructions and business details in the first message.
• Email Templates: Customize the primary copy and subject lines, ensuring relevant content and scheduling links.

Workflows:

• Tag Routing -> Calendar Automations (WF-0.0): Aggregates and manages tags.
• APPT Cancelled -> Let’s Reschedule (WF-6.1): Sends rescheduling prompts for cancelled appointments.
• APPT No Show -> Let’s Reschedule (WF-7.1): Initiates rescheduling for missed appointments.
• APPT Confirmed – Schedule A Call With Us -> Reminders (WF-3.1): Sends appointment reminders.
• Status Update Form Submitted -> Disposition APPT (WF-1.1): Updates appointment statuses.
• Follow up date added to contact -> Internal reminders (WF-2.1): Sends internal reminders for follow-up.
• Call status within N-007.0.2-3.1 (WF-3.2): Manages call statuses within workflows.

Funnel Steps:

• Meeting Status Update (Sales): Sends updates after meetings.
• APPT Status Update – Thank You: Sends thank-you messages post-appointment.
• Calendar – Schedule a Call With Us: Manages scheduling calls.
• Schedule a Call With Us – Thank You: Sends thank-you messages post-scheduling.

Custom Values and Fields:

• Custom Values: Fill in associated URLs for thank-you pages and scheduling links.
• Custom Fields: Use fields like appointment status and follow-up notes to personalize communications.

By understanding these workflow steps and technical details, you can effectively use the Calendar Automations module to manage appointments, engage clients, and integrate with other systems seamlessly.