Automated pre-visit instructions and welcome emails

Purpose

1.1. Automate delivery of tailored pre-visit instructions and welcome emails to clients scheduling art restoration, ensuring each client is informed about what to prepare before artwork handover.
1.2. Automated instructions and welcome messaging streamline onboarding, set professional expectations, confirm appointments, and reduce human error in communications.
1.3. Automation supports documentation, reduces manual workload, increases client satisfaction, and enhances the reputation of the art restoration service with prompt, consistent communication.

Trigger Conditions

2.1. New client fills out an online intake form or books a service appointment.
2.2. Client status in the CRM updates to "intake received" or "appointment confirmed."
2.3. Manual trigger via receptionist dashboard to automate one-off email.
2.4. Scheduled batch automation daily for all appointments booked in last 24 hours.
2.5. API call from related platforms signaling client engagement (e.g., payment received).

Platform Variants

3.1. Gmail API
• Feature/Setting: Automate welcome emails with `users.messages.send`; sample config: OAuth credentials, specify template, trigger on webhook from client intake.
3.2. Microsoft Outlook Graph API
• Feature/Setting: Automate email dispatch via `sendMail`; use intake form trigger, authentication via Azure AD.
3.3. Twilio SendGrid
• Feature/Setting: Automate transactional emails via `/mail/send` API; set templates, enable automated triggers.
3.4. HubSpot
• Feature/Setting: Automate workflows to send emails triggered by contact property change or form submission.
3.5. Salesforce
• Feature/Setting: Automate email templates in Process Builder or Flow; link to client record creation.
3.6. Zoho CRM
• Feature/Setting: Automate email alerts with workflow rules on new contact or booking.
3.7. Mailchimp
• Feature/Setting: Automated onboarding emails via API integration and audience trigger.
3.8. ActiveCampaign
• Feature/Setting: Automate automated welcome sequence with "Starts when subscribes" trigger.
3.9. Intercom
• Feature/Setting: Automate email/chat using Auto Messages with event triggers.
3.10. Slack
• Feature/Setting: Automated internal notification via webhook API when email automation starts.
3.11. Pipedrive
• Feature/Setting: Automate workflow automation to send emails when new deal enters "New Client" stage.
3.12. Freshdesk
• Feature/Setting: Trigger automated welcome emails to new ticket submissions using automation rules.
3.13. Zendesk
• Feature/Setting: Automate "triggers" for welcome emails after new support request or intake.
3.14. Google Sheets + Apps Script
• Feature/Setting: Apps Script automation to monitor intake sheet and send emails when new row added.
3.15. Calendly
• Feature/Setting: Automate pre-visit instructions via “Email Confirmation” integration settings.
3.16. Typeform
• Feature/Setting: Automate “Thank You” email with custom instructions post form completion.
3.17. JotForm
• Feature/Setting: Automated autoresponder email configured within the settings; map intake responses.
3.18. Airtable Automations
• Feature/Setting: Automate records trigger "Send Email" when new intake is logged.
3.19. Monday.com
• Feature/Setting: Automate workflow to email client when "Intake Received" status activates.
3.20. Asana
• Feature/Setting: Automated rules to fire welcome emails via email integrations when task created for new client.

Benefits

4.1. Automating pre-visit instructions reduces missed details and the need for manual follow-up.
4.2. Automated welcome emails maintain uniform branding and professionalism with every new client.
4.3. Automation provides thorough documentation trail for client communications.
4.4. Automated client onboarding increases operational efficiency and allows staff to focus on art restoration quality.
4.5. Automating these communications supports scalability during busy periods and limits human resource strain.