Scheduling discovery calls or site visits with automated calendar invites

Purpose

1.1. Automate inbound lead scheduling for discovery calls or site visits to streamline client onboarding in air conditioning repair services.
1.2. Eliminate manual coordination by automatically generating, sending, and updating calendar invites for prospects.
1.3. Integrate lead forms, internal calendars, CRM, and messaging channels for a seamless appointment workflow.
1.4. Enhance responsiveness by instantly confirming appointments, reducing missed opportunities, and tracking engagement for follow-up.

Trigger Conditions

2.1. New lead submission via website/contact form.
2.2. Lead reply to marketing email requesting a callback or visit.
2.3. Manual creation of lead in CRM with scheduling request.
2.4. Inbound SMS, call, or social message seeking appointment.

Platform Variants

3.1. Google Calendar
• API: Calendar.events.insert; configure with OAuth for each technician and client.
3.2. Microsoft Outlook/Office 365
• API: CreateEvent (v1.0); sync repair staff and customer calendars.
3.3. Calendly
• Webhook: Event Scheduled; auto-trigger customized confirmation and reminders.
3.4. Acuity Scheduling
• API: appointments.post; configure to block team availability in real time.
3.5. Salesforce
• Endpoint: /services/data/vXX.X/sobjects/Event/; auto-create event records linked to contact.
3.6. HubSpot
• Endpoint: Engagements API post; set up activity for new lead scheduling.
3.7. Zoho CRM
• Endpoint: /crm/v2/Events; auto-allocate assigned technician and time slot.
3.8. Pipedrive
• Endpoint: /activities; configure to tag and auto-notify assigned user.
3.9. Twilio
• Function: Send SMS (Messages API); text lead with calendar invite and response capture.
3.10. Slack
• Function: chat.postMessage; DM repair team for new/modified bookings.
3.11. Zoom
• Endpoint: /users/{userId}/meetings; auto-generate online meeting invites.
3.12. SendGrid
• Function: send (v3/mail/send); send branded email confirmations and reminders.
3.13. Intercom
• Endpoint: Conversations API; send appointment booking reply and capture lead intent.
3.14. Facebook Messenger
• API: messages.send; auto-reply with scheduling link and confirmation.
3.15. WhatsApp Business API
• Function: Send Message; trigger invite and response via template messages.
3.16. Typeform
• Webhook: On submission; trigger scheduling logic based on intake form answers.
3.17. Jotform
• Webhook: On submission; pipe data to calendar/scheduling APIs.
3.18. ActiveCampaign
• Endpoint: /api/3/contacts/{id}/notes; log scheduling activity for workflows.
3.19. Copper CRM
• Endpoint: /v1/activities; auto-attach scheduled call/visit event to lead.
3.20. Trello
• Function: createCard; dispatch high-priority cards for urgent leads needing rapid scheduling.
3.21. Monday.com
• API: mutations.create_item; post scheduling item into repair jobs board.
3.22. Stripe
• Endpoint: session creation; optional, if appointment deposit/fee is needed during booking.

Benefits

4.1. Eliminates manual errors and double-bookings across staff.
4.2. Increases lead-to-client conversion via instant response and booking.
4.3. Unifies scheduling data across CRM, calendar, and comms.
4.4. Enhances professionalism by delivering branded confirmations/reminders.
4.5. Maximizes technician utilization by optimizing appointment allocation.
4.6. Reduces operational overhead and no-shows through automated reminders.