Pre-visit reminders to customers with preparation tips

Purpose

1.1. Automate sending pre-visit reminders to air duct cleaning customers via SMS, email, or calls.
1.2. Include customized preparation tips based on appointment details, to enhance readiness and service efficiency.
1.3. Reduce no-shows and last-minute cancellations by improving customer engagement.
1.4. Enhance operational planning by confirming client preparedness before technician arrival.

Trigger Conditions

2.1. Scheduled job exists for an air duct cleaning service on the calendar.
2.2. Reminder is due X hours or days prior to the scheduled appointment.
2.3. Status: Appointment is active and not yet confirmed as completed or canceled.
2.4. Customer contact information (email or phone) is available in the CRM or scheduling tool.

Platform Variants

3.1. Twilio SMS
• Function: Messaging API → Send scheduled SMS reminders with personalized prep tips.
• Sample: Configure trigger on job schedule, dynamic message body based on job data.

3.2. SendGrid
• Feature: Transactional Email API → Deliver branded email reminders.
• Sample: Use appointment variables and preparation checklist in email template.

3.3. Nexmo (Vonage)
• Feature: SMS API → Push text reminders to mobile numbers in customer database.
• Sample: Map message template, schedule with local timezone support.

3.4. WhatsApp Business API
• Feature: Message Template → Send interactive reminders/messages.
• Sample: Pre-approved template for visit reminders & tips.

3.5. Slack
• Feature: Incoming Webhooks → Notify internal staff for manual follow-up.
• Sample: Channel notification when customer has not confirmed readiness.

3.6. Calendly
• Feature: Workflow Automation → Auto-notify customers ahead of events.
• Sample: Custom email/workflow for each appointment type.

3.7. Microsoft Outlook
• Feature: Calendar Event API → Auto-email reminders using event triggers.
• Sample: Set “reminder” with embedded tips in event notes.

3.8. Google Calendar
• Feature: Google Apps Script → Time-driven triggers for reminders.
• Sample: Script sends email/SMS when appointment is X hours away.

3.9. HubSpot CRM
• Feature: Workflow Automation → Email/SMS reminder sequences for scheduled contacts.
• Sample: Enrollment trigger on job booking, content merge fields used.

3.10. Salesforce
• Feature: Process Builder/Flows → Event-based task/email automation.
• Sample: Process triggers on service event and initiates customer outreach.

3.11. Mailgun
• Feature: Transactional Email API → Outbound reminder emails with custom tags.
• Sample: Dynamic email content includes personalized prep list.

3.12. Zapier
• Feature: Scheduled Workflow → Cross-platform reminders (multi-channel).
• Sample: Google Calendar event triggers SMS/email via connected apps.

3.13. ActiveCampaign
• Feature: Automations → Targeted email/SMS reminders.
• Sample: Segmented audience based on service booked.

3.14. Freshdesk
• Feature: Automated Ticket Replies → Reminder via support ticket system.
• Sample: Email is sent automatically with subject and tips.

3.15. Intercom
• Feature: Message Automation → In-app popup or email reminder.
• Sample: Scheduled in-app notification before service.

3.16. Pabbly Connect
• Feature: Automated Flows → Push reminders to WhatsApp/SMS/email.
• Sample: Appointment triggers mapped via connector.

3.17. Close.com
• Feature: Custom Workflow → Reminder email/call tasks for sales team.
• Sample: Sales workflow triggers call reminders and scripts.

3.18. ClickSend
• Feature: SMS/MMS API → Broadcast reminder templates.
• Sample: Dynamic fields for job date/time and tip section.

3.19. Zoho CRM
• Feature: CommandCenter → Multi-channel customer journey automation.
• Sample: Branches for SMS, email, and phone reminders.

3.20. RingCentral
• Feature: SMS/Call Outbound API → Voice or text message reminders.
• Sample: Scheduled calls for verbal preparation tips.

3.21. Calendly + Zoom
• Feature: Calendar Webhooks & APIs → Register appointment, auto-send instructions via chosen comms method.
• Sample: Integration handles booking, reminder, and prep tip.

Benefits

4.1. Reduces missed appointments and last-minute cancellations.
4.2. Improves customer satisfaction by proactively sharing preparation steps.
4.3. Streamlines technician workflow by ensuring on-site readiness.
4.4. Saves time for admin/operations by automating repetitive manual outreach process.
4.5. Increases the perceived professionalism and reliability of the service.