N-007.0.3. Calendar Automations #

This module automates the scheduling, management, and communication processes related to calendar appointments. It ensures streamlined client interactions by managing reminders, follow-ups, and status updates through automated workflows.

How It Works: Surface Level #

When the automation fires:

• It initiates workflows based on appointment statuses such as confirmations, cancellations, and no-shows.
• It sends automated reminders and follow-up messages to clients.
• It updates appointment statuses and synchronizes with other modules in real time.
• It updates tags based on client actions and interactions.

Detailed Workflow Steps #

Setup for Automated Communication:

Email/Text Templates:

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

Workflows:

• Tag Routing -> Calendar Automations (WF-00): Directs tags to appropriate workflows.
• 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.
• APPT Confirmed—Audit Results Calendar -> Reminders (WF-3.1): This function sends reminders for confirmed appointments in the audit results calendar.
• APPT Confirmed—Discovery Calendar -> Reminders (WF-4.1): This function sends reminders for confirmed appointments in the discovery calendar.
• APPT Cancelled -> Let’s Reschedule (WF-6.1): Engages clients when appointments are canceled, prompting rescheduling.
• APPT No Show -> Let’s Reschedule (WF-7.1): Initiates rescheduling for missed appointments.
• Free Audit APPT Booked -> Tag Contact (WF-3.2): Tags contacts when a free audit appointment is booked.
• /DEPRECATED/ APPT Invalid -> Remove Reminder Workflows (WF-8.1): Removes clients from reminder workflows when an appointment is invalid.

Funnel Steps:

• Meeting Status Update (Sales): Updates client status post-meeting.
• APPT Status Update – Thank You: Sends thank-you messages after appointments.
• Calendar – Audit Results: Manages scheduling and status updates for audit results.
• Audit Results – Thank You: Sends thank-you messages post-audit.
• Schedule a Call: Manages scheduling calls with clients.
• Thank You For Schedule a Call: 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-00): Aggregates and manages tags.
• 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.
• APPT Confirmed – Audit Results Calendar -> Reminders (WF-3.1): Sends reminders for confirmed appointments.
• APPT Confirmed – Discovery Calendar -> Reminders (WF-4.1): Sends reminders for confirmed appointments.
• APPT Cancelled -> Let’s Reschedule (WF-6.1): Sends rescheduling prompts for canceled appointments.
• APPT No Show -> Let’s Reschedule (WF-7.1): Initiates rescheduling for missed appointments.
• Free Audit APPT Booked -> Tag Contact (WF-3.2): Tags contacts for booked free audits.
• /DEPRECATED/ APPT Invalid -> Remove Reminder Workflows (WF-8.1): Removes clients from reminder workflows when an appointment is invalid.

Funnel Steps:

• Meeting Status Update (Sales): Sends updates after meetings.
• APPT Status Update – Thank You: Sends thank-you messages post-appointment.
• Calendar – Audit Results: Manages scheduling and status updates for audit results.
• Audit Results – Thank You: Sends thank-you messages post-audit.
• Schedule a Call: Manages scheduling calls.
• Thank You For Schedule a Call: 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 use the Calendar Automations module to manage appointments, engage clients, and integrate seamlessly with other systems.