SMS/email reminders to customers before appointments

Purpose

1.1. Ensure customers are reminded of upcoming HVAC repair appointments via SMS/email to reduce no-shows and improve operational efficiency.
1.2. Automate reminder scheduling based on appointment data stored in booking or scheduling tools.
1.3. Support personalized, timely messaging based on client info, technician assignment, and service address.

Trigger Conditions

2.1. New repair job is scheduled or updated in the job management system.
2.2. Reminder threshold reached (e.g., 24 hours/2 hours before appointment).
2.3. Customer contact information is verified as valid.
2.4. Appointment status is “confirmed” or “pending reminder.”

Platform Variants

3.1. Twilio SMS
• Feature/Setting: Use Programmable Messaging API. Configure appointment reminder template; trigger via webhook or scheduled function.

3.2. SendGrid
• Feature/Setting: Use Marketing Campaigns or Transactional Email. API key and dynamic templates for appointment parameters.

3.3. Mailgun
• Feature/Setting: Messages API with stored template. API credentials; trigger via HTTP POST.

3.4. Plivo
• Feature/Setting: SMS API; preapproved template; use basic_auth with account credentials.

3.5. Nexmo (Vonage)
• Feature/Setting: SMS API using API key/secret. Set up workflow trigger from job scheduler.

3.6. Amazon SES
• Feature/Setting: SendEmail API, verified sender, enable sandbox/production mode. Dynamically populated recipient and message fields.

3.7. ClickSend
• Feature/Setting: REST SMS API or Email-to-SMS. Authentication; define message body and recipient list.

3.8. MessageBird
• Feature/Setting: SMS API, private API key, preconfigured sender; webhook for appointment data.

3.9. Outlook 365
• Feature/Setting: Microsoft Graph API to send mail. OAuth2 token; automated send from calendar trigger.

3.10. Gmail
• Feature/Setting: Gmail API; enable send mail scope; structured reminder subject and body.

3.11. HubSpot
• Feature/Setting: Workflow automation; email module; dynamic tokens for appointment.

3.12. Salesforce
• Feature/Setting: Process Builder or Flow Builder with Email Alert action. Merge field tags; trigger from record update.

3.13. Zoho CRM
• Feature/Setting: Workflow rule; Email/SMS action with dynamic fields. User authentication with API token.

3.14. ActiveCampaign
• Feature/Setting: Automation builder; create send email or SMS action in workflow.

3.15. Infobip
• Feature/Setting: SMS API; required API key; draft message template; schedule delivery via HTTP trigger.

3.16. Sinch
• Feature/Setting: SMS REST API; register API credentials; define message and recipient dynamically.

3.17. SMTP2GO
• Feature/Setting: API for transactional emails, define content and schedule with appointment details.

3.18. Mocean SMS
• Feature/Setting: SMS API; provide appointment as template variable; use HTTP/REST endpoint.

3.19. Postmark
• Feature/Setting: Send transactional email via REST API. Use appointment data as template input.

3.20. Textlocal
• Feature/Setting: SMS API, define job details in message; API key secure in workflow.

Benefits

4.1. Decreases rate of customer no-shows and late appointment cancellations.
4.2. Frees staff from manual reminder tasks.
4.3. Enhances customer communication and professionalism.
4.4. Allows tracking of reminder delivery/status for compliance or service improvement.
4.5. Personalizes communication to build customer loyalty.