B-007. Calendar Automations

This module automates the scheduling, confirmation, and follow-up process for appointments. It manages different types of calendars, handles appointment reminders, and tracks the status of appointments to ensure smooth and efficient booking and follow-up.

How It Works: Surface Level

When the automation fires:

• It manages the booking of appointments through various types of calendars.
• Sends reminders to both the customer and internal team members about upcoming appointments.
• Automates calls to connect the business with the customer.
• Tracks the status of the appointment (e.g., completed, no-show) and sends appropriate follow-up messages.
• Integrates with other systems to manage pipeline stages based on appointment outcomes.

Detailed Workflow Steps

Customer Books an Appointment:

• Trigger fires upon form submission from the booking form.
• The system identifies which calendar was used and initiates the appropriate workflow.

Types of Calendars and Their Workflows:

• User Calendars: For individual team members.
• General Schedule Call (B007-WF-3.1): Adds Status Confirmed tag and sends reminders.
• Quick Meetings (B007-WF-4.1): Adds Status Confirmed tag and sends reminders.
• Team Calendars (B007-WF-5.1): Adds Status Confirmed tag and sends reminders.

Automated Call Handling:

• Trigger fires two minutes before the appointment.
• System makes an automated call to connect the business team with the lead.
• Logs call status (complete or incomplete) and triggers the appropriate call status workflow.

Call Status Workflows:

• Trigger fires based on call status.
• Adds relevant tags (Attempted to Contact, Unable to Contact, Contacted Lead).
• Sends internal notifications to update appointment status.
• Workflows include:
  • General Schedule Call Status (B007-WF-3.2)
  • Quick Meetings Call Status (B007-WF-4.2)
  • Team Calendars Call Status (B007-WF-5.2)

Appointment Status Update:

• Trigger fires upon status update form submission.
• Updates appointment status (e.g., showed, no-show, sold).
• Sends thank you or conversation recap messages based on selected options.
• Form Fields: Include lead value, internal notes, conversation recap notes, appointment status, follow-up date.

Follow-Up Workflow:

• Trigger fires when a follow-up date is added.
• Adds follow-up tag and sends internal reminders.
• Workflow: Follow-Up Date Added (B007-WF-2.1)

Tag Router Workflow:

• Centralizes the management of tags and integrates with other systems.
• Maps tags to pipeline stages and cleans up tags and workflows.
• Workflow: Calendar Automation Tag Router (B007-WF-1.1)

MIRO Board: Visual Breakdown

How It Works: Deep & Technical Level

Customer Books an Appointment

• Trigger: Customer submits a booking form.
• Actions:
  • The system identifies which calendar was used for the booking (e.g., user-specific calendars, general schedule call, or quick meetings).
  • Initiates the appropriate workflow based on the calendar type.

Types of Calendars and Their Workflows

• User Calendars: Assigned to individual team members (User 1, User 2, User 3).
• General Schedule Call: Used for general appointment bookings.
• Quick Meetings: 15-minute quick call appointments.
• Workflows:
  • General Schedule Call (B007-WF-3.1):
    • Adds a Status Confirmed tag.
    • Sends reminders to the customer and internal team members.
  • Quick Meetings (B007-WF-4.1):
    • Adds a Status Confirmed tag.
    • Sends reminders for the quick call.
  • Team Calendars (B007-WF-5.1):
    • Adds a Status Confirmed tag.
    • Sends reminders for team member appointments.

Automated Call Handling

• Trigger: Two minutes before the appointment.
• Actions:
  • The system makes an automated call to connect the business team with the lead.
  • Decision Points:
    • If the call is not completed, the system logs it and attempts a follow-up.
    • If the call is completed, the system logs the successful contact.

Call Status Workflows

• Triggers: Call status (complete or incomplete).
• Actions:
  • Adds tags (Attempted to Contact, Unable to Contact, Contacted Lead).
  • Sends internal notifications to update the status of the appointment.
  • Workflows:
    • General Schedule Call Status (B007-WF-3.2)
    • Quick Meetings Call Status (B007-WF-4.2)
    • Team Calendars Call Status (B007-WF-5.2)

Appointment Status Update

• Trigger: Status update form submission.
• Actions:
  • Updates the status of the appointment (e.g., showed, no-show, sold, not interested).
  • Sends a thank you or conversation recap message based on the selected options.
• Form Fields:
  • Lead value (if a sale occurred).
  • Internal notes (for internal reference).
  • Conversation recap notes (if sending a recap to the customer).
  • Appointment status (e.g., showed, no-show, sold).
  • Follow-up date (if further follow-up is needed).

Follow-Up Workflow

• Trigger: Follow-up date added on the status update form.
• Actions:
  • Adds a follow-up tag.
  • Sends internal reminders to follow up with the contact.
  • Workflow: Follow-Up Date Added (B007-WF-2.1)

Tag Router Workflow

• Purpose: Manages the integration and cleanup of tags within the module.
• Actions:
  • Aggregates tags (e.g., cancel appointment, no-show, not a good fit).
  • Maps tags to pipeline stages.
  • Cleans up tags and workflows to ensure accurate status tracking.
• Workflow: Calendar Automation Tag Router (B007-WF-1.1)

By understanding these workflow steps and technical details, you can effectively use the Calendar Automations module to manage appointment scheduling, reminders, and follow-ups, ensuring seamless integration with other systems and accurate status tracking.