Automated responses to inbound inquiries

Purpose

1.1. Rapidly manage inbound inquiries for aircraft rental, ensuring clients receive instant, tailored responses via their preferred communication channel, improving engagement, speeding up the booking process, and reducing manual intervention.
1.2. Standardize initial client interaction, collect relevant booking or inquiry details, provide availability, pricing, or FAQ responses, and schedule follow-ups or escalate to a human agent as needed.
1.3. Integrate with CRM and booking systems to update records, assign leads, and automate document or information dispatch required for rental processes.

Trigger Conditions

2.1. New email inquiry received at a dedicated inquiry address.
2.2. Incoming SMS or WhatsApp message on business contact number.
2.3. Webform submission from airline website or booking page.
2.4. Social media direct messages (Facebook, Instagram, LinkedIn).
2.5. IVR or missed call registration.

Platform Variants

3.1. Twilio SMS
- Feature/Setting: SMS webhook triggers flow for auto-reply configuration via Twilio Studio or Messaging Services API.
- Sample: Configure inbound SMS trigger → reply with pre-set template driven by inquiry keywords.

3.2. SendGrid
- Feature/Setting: Inbound Parse Webhook parses email inquiries; configure auto-responder via Mail Send API.
- Sample: Redirect inbound parsed emails → trigger personalized email reply using dynamic templates.

3.3. Microsoft Outlook (Office 365 Graph API)
- Feature/Setting: Use Rules + Microsoft Graph API to detect new email and send template auto-reply.
- Sample: On new message → POST /sendMail with mapped template.

3.4. Gmail API
- Feature/Setting: Watch mailbox for new message, generate draft/reply using Users.messages.send.
- Sample: List messages → parse sender/inquiry → send auto-response via API.

3.5. Slack
- Feature/Setting: Listen to channel or direct message events using Slack Events API; respond with chat.postMessage.
- Sample: On DM/mention in #inquiries → send programmed response.

3.6. Facebook Messenger
- Feature/Setting: Webhook listens for inbound messages; reply via Send API.
- Sample: Detect inquiry, respond using templates or quick replies.

3.7. WhatsApp Business API
- Feature/Setting: Inbound message triggers auto-response using Message Templates.
- Sample: Map message trigger to provisioned template via POST /messages.

3.8. Instagram Graph API
- Feature/Setting: Webhook for incoming direct message, auto-reply using /messages endpoint.
- Sample: Auto-reply based on predefined DM triggers.

3.9. LinkedIn Messaging API
- Feature/Setting: Monitor new inbound messages, respond using conversation API.
- Sample: On message received → POST /messages with reply payload.

3.10. Zendesk
- Feature/Setting: Trigger automated ticket creation and reply with Triggers & Macros.
- Sample: Auto-create ticket from inquiry → send acknowledgment macro.

3.11. Intercom
- Feature/Setting: Configure Inbox rules to detect new conversations and auto-trigger bot response.
- Sample: Auto-responder based on inquiry type.

3.12. HubSpot CRM
- Feature/Setting: Workflows triggered by new Contact/Conversation, send templated reply.
- Sample: Automated workflow → send email/SMS preset.

3.13. Salesforce
- Feature/Setting: Use Process Builder or Flow to detect Case/Lead and initiate auto-response email.
- Sample: New lead trigger → send response template.

3.14. Zoho CRM
- Feature/Setting: Workflow Automation to detect form/email/new record and auto-email reply.
- Sample: New Contact/Email → workflow → send response.

3.15. Aircall
- Feature/Setting: Webhook on missed call triggers call-back or SMS/email auto-reply.
- Sample: Missed call event → send SMS via Aircall API or third-party plugin.

3.16. Telegram Bot API
- Feature/Setting: Monitor chat for new message, reply with sendMessage endpoint.
- Sample: Chat message received → parse content → reply.

3.17. Freshdesk
- Feature/Setting: Automation rule for new ticket sends acknowledgment email.
- Sample: Ticket creation → auto-responder using scenario automation.

3.18. Pipedrive
- Feature/Setting: Workflow Automation for new deal/contact triggers outbound message.
- Sample: New inquiry/deal → send pre-set email.

3.19. Mailgun
- Feature/Setting: Routes for inbound email, auto-reply using Messages API.
- Sample: Inbound parsing → trigger template response.

3.20. Voiceflow
- Feature/Setting: Build conversational flows for IVR that gather inquiry data and send SMS/email.
- Sample: IVR detects reason → triggers SMS/email confirmation or info packet.

Benefits

4.1. Ensures 24/7 professional first response to all channels, reducing wait times and client effort.
4.2. Frees staff from repetitive responses, improving focus on high-value booking tasks.
4.3. Standardizes data capture and information sharing, ensuring compliance and reducing errors.
4.4. Accelerates lead conversion by providing immediate information and next steps.
4.5. Seamless integration with CRM provides full traceability and enables better analytics on inquiry trends.