Scheduling consultations or site visits based on inquiry type

Purpose

 1.1. Automate scheduling of consultations or site visits following new customer inquiries to optimize sales conversion, reduce response time, and ensure efficient lead management for aluminum welding services in the metalwork industry.
 1.2. Filter and route inquiries by type (e.g., residential, commercial, repair, fabrication) to appropriate timeslots, staff, or site engineers.
 1.3. Collect client details, propose available times, confirm bookings, and send reminders, all with minimal manual intervention.

Trigger Conditions

 2.1. New inquiry submitted via website form, chatbot, phone call, or email.
 2.2. Inquiry type is identified as consultation or site visit required.
 2.3. Lead qualification completed (mandatory fields validated).
 2.4. No existing booking for the same lead in the next 14 days.

Platform Variants

 3.1. Google Calendar
  • Feature/Setting: Calendar API — Insert event; configure credentials, calendar ID, and event object with details from inquiry.
 3.2. Microsoft Outlook/Exchange
  • Function: Create event via Outlook REST API; use authenticated user mailbox and supply iCalendar data.
 3.3. Calendly
  • API: Create scheduled meeting; use Calendly API to generate invite link based on selected team/individual schedule.
 3.4. Acuity Scheduling
  • API: Appointments endpoint — POST client info and appointment slot to auto-book consult.
 3.5. HubSpot Meetings
  • Feature: Meetings API, auto-populate contact and inquiry fields into HubSpot and trigger scheduling link send.
 3.6. Salesforce
  • Function: Events API or Flow Builder; create new Event record tied to Lead/Contact.
 3.7. Zoho CRM
  • Setting: Meetings module; API to auto-create meeting, assign to owner, email confirmation.
 3.8. Pipedrive
  • API: Activities endpoint — automate creation of "Meeting" activity and sync with recipient calendar.
 3.9. Twilio SMS
  • Function: Programmable SMS — send appointment slot choices or confirmations via SMS using Inquiry data.
 3.10. SendGrid
  • Feature: Mail Send API — auto-email booking links and confirmations using template with inquiry merge fields.
 3.11. Google Forms
  • Feature: Form Response Submission — auto-insert inquiry details, trigger calendar action upon response.
 3.12. Jotform
  • API: Webhook to trigger downstream scheduling steps and confirmation email to client.
 3.13. Typeform
  • Feature: Webhook responses to scheduling platform; dynamically map Typeform answers to schedule logic.
 3.14. Slack
  • Function: Scheduled Message or Workflow — alert staff channel when visit is booked, mention assignee.
 3.15. Microsoft Teams
  • Setting: Adaptive Card bot posting — deliver booking details and allow in-chat acceptance.
 3.16. ClickSend
  • API: Send SMS to clients for booking confirmation and reminders; handle reply for rescheduling.
 3.17. Mailgun
  • Feature: Sending API — trigger transactional emails for appointment confirmation and reminders.
 3.18. Monday.com
  • Function: Create item in "Site Visits" board; assign due date and owner, link to inquiry details.
 3.19. Trello
  • Feature: Add card to "Consultations" list with lead info and scheduled time, assign member.
 3.20. Asana
  • Function: Create task in "Client Appointments" project, configure custom fields for visit type/time.

Benefits

 4.1. Eliminates manual scheduling steps, reducing admin time.
 4.2. Increases lead conversion rates via instant response and booking.
 4.3. Improves data capture accuracy for future marketing/follow-up.
 4.4. Automates personalized reminders, reducing no-shows.
 4.5. Unifies scheduling process across multiple channels and platforms for aluminum welder professional services.