Scheduling consultations and meetings with clients

Purpose

1.1. Automate the scheduling of consultations and meetings with clients, reducing manual effort for aeronautical engineering firms, ensuring seamless appointment booking, real-time availability updates, calendar synchronization, reminders, and integration with project management, CRM, and communication tools.
1.2. Capture client interest, collect preliminary project requirements, match to specialist engineers, assign consultation slots, and handle confirmations, reminders, re-scheduling, and post-meeting follow-ups.

Trigger Conditions

2.1. New client inquiry via website or email.
2.2. CRM entry indicating need for consultation.
2.3. Calendar availability update from staff.
2.4. Click on booking link in campaign or chatbot interaction.
2.5. Integration trigger from partner platform or referral.
2.6. Time-based triggers for follow-up or no-show re-engagement.
2.7. Form completion for technical project interest.
2.8. Internal staff request for expert consultation slot.
2.9. Automated trigger from status change in project pipeline.

Platform Variants

3.1. Google Calendar
• Feature/Setting: Add Event API; configure OAuth2 authentication, set meeting title “Aeronautical Consultation,” invite client email, enable reminders, prevent conflicts.

3.2. Microsoft Outlook/Office 365
• Feature/Setting: Calendar API; use delegated permission, create event with dynamic time slots, attach Teams link, auto-send invite.

3.3. Calendly
• Feature/Setting: Webhooks/API; sync availability, auto-generate booking link, send SMS/email confirmation via workflow integration.

3.4. Acuity Scheduling (Squarespace)
• Feature/Setting: API Client; provide real-time engineer schedule, embed booking widget, trigger workflows on booking creation.

3.5. Zoom
• Feature/Setting: Meetings API; auto-create consultation meeting, retrieve join link, insert into calendar and confirmation email.

3.6. Cisco Webex
• Feature/Setting: Meetings API; automatically schedule and distribute unique URL after booking.

3.7. Twilio SMS
• Feature/Setting: Programmable Messaging; send SMS confirmation, reminders, or OTP for meeting verification on new booking.

3.8. Slack
• Feature/Setting: Events API; notify engineer in dedicated channel, create calendar event and post private message.

3.9. Salesforce
• Feature/Setting: Event object API; create task on consultation request, update lead status, associate calendar invite.

3.10. HubSpot
• Feature/Setting: Meetings API; auto-schedule, update contact property, trigger follow-up automation.

3.11. Zoho CRM
• Feature/Setting: Activities API; create meeting activity linked to client, push reminders, log consultation notes.

3.12. DocuSign
• Feature/Setting: eSignature Event Notification API; trigger agreement signature after successful booking.

3.13. Typeform
• Feature/Setting: Webhooks; collect detailed project info, follow with scheduling trigger on submit.

3.14. Google Forms
• Feature/Setting: Form Submit Trigger via Apps Script; email available slots or auto-book via integration after submit.

3.15. Intercom
• Feature/Setting: Webhooks; on chat “Book Meeting” request, trigger backend to reserve slot.

3.16. Microsoft Teams
• Feature/Setting: Graph API for Online Meetings; auto-create and send link for scheduled call.

3.17. Aircall
• Feature/Setting: Webhooks; log inbound call, push contact to scheduling flow, auto-suggest times.

3.18. ActiveCampaign
• Feature/Setting: Automation Trigger; segment clients, auto-email booking link on trigger, sync with CRM.

3.19. Pipedrive
• Feature/Setting: Activities API; add new “Consultation” activity, smart scheduling based on engineer workload.

3.20. Notion
• Feature/Setting: API integration; create meeting page, auto-paste scheduling link and notes fields.

3.21. Asana
• Feature/Setting: Tasks API; auto-generate “Client Meeting” task, set due date as consultation slot, remind assignee.

3.22. Monday.com
• Feature/Setting: API for Board Updates; auto-create item for each consultation, update stages per status.

Benefits

4.1. Reduces manual errors and double-bookings.
4.2. Ensures engineers’ real-time availability is reflected for clients.
4.3. Shortens client response time and improves onboarding experience.
4.4. Triggers automatic reminders to optimize attendance rates.
4.5. Frees staff workflows for more technical tasks.
4.6. Captures all meeting data for compliance and reporting.
4.7. Allows for quick configuration scaling as business grows.
4.8. Integrates seamlessly with project and document management for full traceability.