Scheduling intake assessments via calendar integrations

Purpose

1.1. Automate the scheduling of intake assessments for new clients, ensuring seamless coordination between prospective clients/families and staff using calendar integrations across platforms.
1.2. Capture client interest via web forms, calls, or emails, and transfer contact details automatically to scheduling platforms.
1.3. Sync confirmed appointments with team calendars, notify staff and clients, prevent double booking, and centralize booking management for better resource allocation.
1.4. Reduce manual admin, minimize errors in time slots or client info, speed up onboarding, and create audit trails for assessment interactions.

Trigger Conditions

2.1. Submission received from a client intake web form.
2.2. Inbound phone call logged requesting assessment.
2.3. Direct email inquiry for assessment appointment.
2.4. Referral uploaded from affiliated partner system (e.g., social worker portal).
2.5. SMS from client with scheduling keyword.

Platform Variants

3.1. Google Calendar
• API: Events.insert – Automatically create assessment events with provided details.
• OAuth2 authorization to access organization calendar.
3.2. Microsoft Outlook/Office 365
• API: /me/events or /calendars/{id}/events – Insert event, set reminders, invite staff/client via email.
3.3. Calendly
• API: POST /scheduled_events – Book new event with contact info and intake details.
3.4. Acuity Scheduling
• API: POST /appointments – Schedule new assessment, map form fields to appointment data.
3.5. Zoom
• API: POST /users/{userId}/meetings – Create video appointment for virtual intakes, send link to participants.
3.6. Twilio
• Function: SMS webhook – Parse inbound SMS to trigger scheduling workflow and auto-reply with booking options.
3.7. Slack
• API: chat.postMessage – Notify team channel of new assessment booking and details.
3.8. Salesforce
• Object: Event – Create event record tied to contact lead, sync with internal calendar.
3.9. HubSpot
• API: CRM Engagements – Log meeting engagement for client intake.
3.10. Doodle
• API: Create Poll – Auto-generate date poll for clients with choice of open slots.
3.11. Outlook.com
• Graph API: events – Insert assessment meetings for care staff.
3.12. Apple Calendar (iCloud)
• CalDAV: PUT /calendars/events – Programmatically add assessment event.
3.13. Zoho Calendar
• API: POST /events – Schedule intake assessment, invite attendees.
3.14. BambooHR
• API: POST /calendar_event – Block staff time for assessments within HR platform.
3.15. Trello
• API: POST /cards – Create new card with intake assessment info, mark due date/time.
3.16. Asana
• API: POST /tasks – Add assessment as a task, assign to intake coordinator, set schedule.
3.17. Monday.com
• API: Create Item in Board – Set intake assessment as project task, tag timeline.
3.18. SAP SuccessFactors
• API: Schedule Interview Slot – Allocate assessment internally, sync with HR calendar.
3.19. Mailchimp
• API: POST /automations – Trigger custom email reminders for scheduled assessments.
3.20. Freshdesk
• API: POST /tickets – Log new assessment request as ticket, auto-assign calendar meeting.
3.21. Zoho CRM
• Module: Activities – Insert meeting activity, bind to intake lead/client.
3.22. Google Forms
• Integration: Script onSubmit – Trigger backend call to calendar API with form data to book appointment.
3.23. Notion
• API: Create Page in Database – New record for each scheduled assessment with date, client, status.
3.24. Airtable
• API: Create Record – Log assessment, invoke script to block staff calendar.

Benefits

4.1. Decreased scheduling conflicts and human errors.
4.2. Automated reminders and follow-ups to clients and staff.
4.3. Accelerated and standardized intake processes for all new clients.
4.4. Real-time synchronization across calendars and communication channels.
4.5. Increased transparency and improved reporting for management.