Automated meeting reminders and follow-ups

Purpose

1.1. Ensure all team members, clients, and stakeholders receive timely reminders and automated follow-ups for scheduled meetings, reducing no-shows, streamlining appointments, and fostering efficient communication within advertising agencies.
1.2. Enhance client satisfaction, internal collaboration, and adherence to critical deadlines by automating repetitive scheduling communication.
1.3. Unify outreach across calendars, emails, SMS, instant messengers, and collaboration tools, so participants are informed regardless of their preferred channel.

Trigger Conditions

2.1. Meeting scheduled or updated in connected calendar (e.g., Google Calendar, Microsoft Outlook).
2.2. Approaching meeting time (e.g., 24h, 1h, 15min before event).
2.3. Meeting completion (for follow-up/action item automation).
2.4. Actions in CRM or project management platform initiating reminders.
2.5. New invitee added or participant change in meeting event.
2.6. Absence of RSVP/confirmation after invitation sent by a specified deadline.

Platform Variants

3.1. Twilio SMS
• Feature/Setting: "Programmable Messaging API" — Send SMS reminders; sample config: POST to /2010-04-01/Accounts/{AccountSid}/Messages.json with meeting details.
3.2. SendGrid
• Feature/Setting: "Mail Send API" — Schedule automated email reminders; use /mail/send API with meeting object info.
3.3. Google Calendar
• Feature/Setting: "Push Notifications" via Calendar API — Detect meeting creation/updates, configure webhook on /calendars/events/watch.
3.4. Microsoft Graph
• Feature/Setting: "Calendar event triggers" — Use /subscriptions POST to listen for Outlook events; GET /me/events for details.
3.5. Slack
• Feature/Setting: "chat.postMessage" — Send channel or DM reminders using reminders bot or API.
3.6. Discord
• Feature/Setting: "Create Message" via Bot API — Deliver reminders in channels/users via POST /channels/{channel.id}/messages.
3.7. HubSpot
• Feature/Setting: "Workflow automation" — Trigger follow-up emails from meeting objects in CRM; use POST /crm/v3/objects/meetings.
3.8. Salesforce
• Feature/Setting: "Process Builder/Flow" — Auto-create follow-up tasks and email reminders via REST API: /services/data/vXX.X/sobjects/Event.
3.9. Zoom
• Feature/Setting: "Meeting Webhooks" — Listen for meeting start events; schedule POST reminder to participant emails.
3.10. Microsoft Teams
• Feature/Setting: "Bot Framework" — Push meeting reminders to chat using Create chatMessage endpoint in /chats/{chat-id}/messages.
3.11. Calendly
• Feature/Setting: "Webhooks & Scheduled Workflows" — On new invite, use webhook to trigger follow-up emails/SMS.
3.12. Asana
• Feature/Setting: "Event Webhooks" — Push reminders for meeting-related tasks via POST to /tasks or /stories.
3.13. Trello
• Feature/Setting: "Card due reminders" — Use webhook to trigger message via /1/cards/{id}/actions.
3.14. Monday.com
• Feature/Setting: "Automations" — On event column update, send scheduled email/SMS via integrations API.
3.15. Zoominfo Engage
• Feature/Setting: "Task Sequences" — Automate reminder emails tied to scheduled sales meetings.
3.16. Pipedrive
• Feature/Setting: "Activity Webhooks" — Trigger follow-up messages after logged meetings using POST /v1/activities.
3.17. Notion
• Feature/Setting: "Database update triggers" — Track meeting database, send reminders via integration API when due.
3.18. Aircall
• Feature/Setting: "Call Reminders" — Use webhook for scheduled follow-up task after meeting-related calls.
3.19. Intercom
• Feature/Setting: "Customer Messaging API" — Send automated meeting reminders/follow-up via POST /messages endpoint.
3.20. Mailgun
• Feature/Setting: "Scheduled Email API" — Send programmable reminders using POST /messages with delivery-time option.
3.21. WhatsApp Business
• Feature/Setting: "Cloud API Send Message" — Deliver WhatsApp reminders via POST /v14.0/{phone-number-id}/messages.
3.22. Zoho CRM
• Feature/Setting: "Workflow Rules/Blueprints" — Send reminders based on meeting/event module triggers.
3.23. RingCentral
• Feature/Setting: "Meetings API" — Schedule meeting reminders via notification endpoints.

Benefits

4.1. Reduces missed appointments, improving punctuality and professionalism for agency teams.
4.2. Strengthens client relationships via proactive communication.
4.3. Frees up administrative overhead and repetitive manual messaging.
4.4. Ensures consistent multi-platform coverage for all stakeholders.
4.5. Enables customized sequences and escalations based on real-time engagement or participant actions.
4.6. Provides audit trails for all reminders and follow-up messages sent.
4.7. Increases overall efficiency in managing complex cross-team/brand campaigns by maintaining synced communications.