Automation workflow - Calendar
Step 1: Click on calendar.
From here you can create automation by selecting Appointment booked, cancelled, rescheduled, no show appointment.
What is the Calendar Trigger?
A Calendar Trigger is an event-based activation mechanism within an automation workflow that responds to specific calendar-related actions. In the context of Knowledge Badge, the Calendar Trigger monitors your calendar for predefined events and initiates corresponding workflows to handle tasks such as notifications, updates, and follow-ups automatically.
Key Events That Activate the Workflow
Appointment Booked
Appointment Cancelled
Appointment Rescheduled
No-Show Appointment
Let's delve into each of these triggers to understand how they function and the benefits they offer.
1. Appointment Booked
Trigger Activation: When a new appointment is scheduled and added to the calendar.
Workflow Actions:
Confirmation Emails: Automatically send a confirmation email to the client, acknowledging the booking and providing details such as date, time, and location.
Internal Notifications: Notify relevant team members or service providers about the new appointment to prepare accordingly.
Calendar Updates: Sync the appointment details across all integrated calendars to ensure consistency and prevent double-booking.
Task Creation: Generate tasks or reminders for any preparatory steps needed before the appointment.
Benefits:
Immediate Acknowledgment: Clients receive instant confirmation, enhancing their trust and satisfaction.
Operational Efficiency: Reduces the manual workload for administrative staff, allowing them to focus on more strategic tasks.
Error Reduction: Minimizes the risk of scheduling conflicts and ensures all team members are informed.
2. Appointment Cancelled
Trigger Activation: When an existing appointment is canceled by the client or service provider.
Workflow Actions:
Cancellation Notifications: Automatically inform all parties involved about the cancellation via email or SMS.
Availability Updates: Update the calendar to reflect the canceled slot, making it available for other bookings.
Follow-Up Actions: Optionally send a follow-up message to the client, offering assistance in rescheduling or providing alternative options.
Resource Reallocation: Adjust any resources or staffing allocations that were planned for the canceled appointment.
Benefits:
Clear Communication: Ensures that all stakeholders are promptly informed, reducing confusion and missed appointments.
Resource Optimization: Frees up time slots and resources that can be redirected to other clients or tasks.
Enhanced Flexibility: Provides clients with a seamless experience when changes to their schedule are necessary.
3. Appointment Rescheduled
Trigger Activation: When an existing appointment is moved to a different date or time.
Workflow Actions:
Reschedule Confirmations: Send updated appointment details to the client and notify relevant team members of the new schedule.
Calendar Adjustments: Automatically adjust the calendar entries to reflect the new date and time, ensuring synchronization across all platforms.
Reminders: Update and send new reminder notifications based on the rescheduled time.
Conflict Checks: Verify that the new time slot is available and does not conflict with other appointments or commitments.
Benefits:
Seamless Updates: Clients and team members receive immediate updates, reducing the likelihood of missed or double-booked appointments.
Time Management: Facilitates better planning and time management for both clients and service providers.
Improved Satisfaction: Enhances client experience by making the rescheduling process straightforward and hassle-free.
4. No-Show Appointment
Trigger Activation: When a client fails to attend a scheduled appointment without prior notice.
Workflow Actions:
Automated Follow-Ups: Send reminder messages to the client regarding their missed appointment, encouraging them to reschedule.
No-Show Logging: Record the no-show event in the system for tracking and analysis purposes.
Policy Enforcement: Apply any no-show policies, such as charging fees or restricting future bookings, as configured.
Internal Notifications: Alert relevant team members to adjust schedules or make necessary arrangements due to the missed appointment.
Benefits:
Accountability: Helps in tracking client attendance patterns and enforcing policies to minimize future no-shows.
Recovery Opportunities: Provides opportunities to re-engage clients who missed their appointments, potentially recovering lost business.
Operational Adjustments: Allows the business to adjust resources and plans based on actual attendance, improving overall efficiency.
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