10.6 Example Workflow: Appointment Reminder (e.g., Showing Confirmation)

Goal:

Send automated email and SMS confirmations and reminders when a property showing is booked via a specific Close Master Calendar, reducing no-shows.

Trigger:

Appointment Status

  • Filter 1: In Calendar → Select your "Property Showing Request Calendar"
  • Filter 2: Status Is → Confirmed (or potentially Scheduled depending on calendar setup)

(Alternative Trigger): Customer Booked Appointment

  • Filter: In Calendar → Select your "Property Showing Request Calendar"

(Using Appointment Status is often more reliable as it confirms the appointment is definitely on the calendar)

Actions:

  1. Wait (Optional but Recommended):
    • Rename Action: Wait 1 Minute (Allow video link generation)
    • Configuration: Time Delay → Wait for 1 Minute
    • Purpose: If your calendar integrates with Zoom/Meet to automatically create video links ({{appointment.meeting_location}}), adding a short wait ensures the link is generated before the confirmation messages are sent. Skip if not using video links.
  2. Send Email (Confirmation):
    • Rename Action: Send Showing Confirmation Email
    • Configuration:
      • From Name: {{appointment.user.name}} - [Your Agency Name] (Agent's name)
      • From Email: {{appointment.user.email}} (Agent's email from profile) or a central scheduling address.
      • To: {{contact.email}}
      • Subject: Showing Confirmed: {{appointment.location}} on {{appointment.start_time | date: "MMMM d, yyyy"}}
      • Template: Select "Showing Confirmation Email" template (if created).
      • Body: (Example using merge tags) "Hi {{contact.first_name}},\n\nThis email confirms your showing appointment for the property at:\n{{appointment.location}}\n\nDate: {{appointment.start_time | date: "dddd, MMMM d, yyyy"}}\nTime: {{appointment.start_time | date: "h:mm a"}} ({{contact.timezone}})\n\nYour agent, {{appointment.user.name}}, will meet you there.\n\nPlease arrive a few minutes early. If you need to reschedule or cancel, please use the links below or contact {{appointment.user.name}} directly at {{appointment.user.phone}}.\n\nReschedule: {{appointment.reschedule_link}}\nCancel: {{appointment.cancel_link}}\n\nWe look forward to seeing you!\n\nBest regards,\n{{appointment.user.name}}\n[Your Agency Name]"
    • Purpose: Formal confirmation with all details and reschedule/cancel options. Uses date filter for formatting.
  3. Send SMS (Quick Confirmation):
    • Rename Action: Send Showing Confirmation SMS
    • Configuration:
      • From: Select relevant agency LC Phone number.
      • Message: "CONFIRMED: Your showing for {{appointment.location}} is set for {{appointment.start_time | date: "MM/dd @ h:mm a"}}. Agent: {{appointment.user.first_name}}. Details emailed. Reply Y to confirm receipt, STOP to end."
    • Purpose: Quick confirmation via text.
  4. Wait:
    • Rename Action: Wait Until 24 Hours Before Showing
    • Configuration: Wait Type: Event / Appointment Time → Before 1 Day(s) → Based on Appointment Start Time.
    • Purpose: Pause until the day before the showing.
  5. Send SMS (24hr Reminder):
    • Rename Action: Send 24hr SMS Reminder
    • Configuration:
      • Message: "REMINDER: Your showing for {{appointment.location}} is tomorrow at {{appointment.start_time | date: "h:mm a"}}. Agent {{appointment.user.first_name}} looks forward to seeing you! [Your Agency Name]"
    • Purpose: Timely reminder the day before.
  6. Wait:
    • Rename Action: Wait Until 2 Hours Before Showing
    • Configuration: Wait Type: Event / Appointment Time → Before 2 Hour(s) → Based on Appointment Start Time.
    • Purpose: Pause until shortly before the showing.
  7. Send SMS (Final Reminder):
    • Rename Action: Send 2hr SMS Reminder
    • Configuration:
      • Message: "Showing Reminder: See you in 2 hours at {{appointment.location}}! Agent {{appointment.user.first_name}} is ready to show you the property. [Your Agency Name]"
    • Purpose: Final reminder just before the appointment time.