You can easily create appointment confirmation and reminder campaigns within your workflows to ensure that your leads are confirmed and receive timely reminders until their scheduled appointment. Follow the steps below to get started:
Step 1: Build the Appointment Confirmation Workflow
Navigate to Automation > Workflows.
Click Create a Workflow.
Choose the Start from scratch option, then click Create Workflow.
This will open the Workflow Builder where you can start customizing your flow.
Step 2: Tailor the Workflow to Your Needs
Choose a Workflow Trigger:
Select Appointment Status as the trigger for your workflow.Add Filters:
Apply filters to make sure the workflow only triggers for the right conditions. You can:Filter by the specific calendar that the workflow should apply to.
Filter by appointment status (we recommend selecting "Confirmed").
Set Up Confirmation and Reminder Actions:
Add a Send Email or Send SMS action to automatically send a confirmation message when the appointment is confirmed. After that, create your reminder actions. You can add as many reminders as needed.Use Wait Steps:
To control the timing of your reminders, insert Wait steps before each action. This allows you to specify how far in advance each reminder should be sent.Save and Publish Your Workflow:
Once your customizations are complete, make sure to save and publish your workflow so it will run as intended.
Pro Tips
Ensuring Continued Reminders Even After a Response:
To make sure that reminders keep going even if a lead replies to your confirmation message, disable the "Stop on response" option in the Workflow Settings. This is crucial in a reminder campaign, as replies like "Looking forward to it!" shouldn’t stop the remainder of the reminders from being sent.
FAQs:
Q: How do I set up an appointment confirmation and reminder campaign?
A: Here's how:
Go to Automations > Workflows and create a new workflow.
Select Start from scratch to open the Workflow Builder.
Choose Appointment Status as your trigger and apply filters (e.g., by calendar and confirmed status).
Add email or SMS confirmation actions and set reminders with wait steps.
Save and publish your workflow.
Q: What if I want to stop reminders after the appointment is confirmed?
A: To stop reminders after a lead confirms, ensure that "Stop on response" is enabled in Workflow Settings. This will halt further reminders once a lead responds to your confirmation message.
Q: How do I adjust reminder timing?
A: Insert Wait steps before each reminder action to control the timing. You can set the exact intervals you need between the reminders and the appointment.