Scheduling site visits and consultations

Purpose

1.1. Automate end-to-end scheduling of site visits and consultations for new leads, prospects, and repeat clients in the gazebo building sector.
1.2. Automates inbound lead capture, calendar synchronization, appointment slot proposals, multi-channel confirmations, rescheduling, reminders, and reporting.
1.3. Reduces manual workload, eliminates double-bookings, and increases client engagement by automating communication and status updates to corporate stakeholders and field staff.

Trigger Conditions

2.1. New web enquiry form submitted via website.
2.2. Inbound call or SMS from promotional campaigns.
2.3. CRM lead status changed to "Awaiting Consultation".
2.4. Manual trigger by sales rep in CRM or mobile app.
2.5. Integration event via API (e.g., Zapier, webhook, email parsing).

Platform Variants

3.1. Google Calendar
• Feature/Setting: Use ‘Events: insert’ API to automate new appointment creation.
• Config: API call with start/end, attendee, and location details.
3.2. Microsoft Outlook/Office 365
• Feature/Setting: Automate ‘Create Event’ via Graph API.
• Config: OAuth integration, room/resource selection, automated invitations.
3.3. Calendly
• Feature/Setting: Automate scheduling link issuance using 'Create Event Type' API.
• Config: Auto-populate guest data, block unavailable timeslots.
3.4. Acuity Scheduling
• Feature/Setting: Automate ‘Add Appointment’ via API.
• Config: Link to CRM fields, enable automated confirmation emails.
3.5. HubSpot CRM
• Feature/Setting: Automate meeting scheduling using ‘Engagements’ API.
• Config: Trigger workflows from lead scoring or form capture.
3.6. Salesforce
• Feature/Setting: Automate ‘Event’ object creation through Flow Builder/REST API.
• Config: Map site visit request fields to resource calendar.
3.7. Pipedrive
• Feature/Setting: Automate ‘Activity’ scheduling via API.
• Config: Categorize activities as “Site Visit—Consultation”.
3.8. Twilio SMS
• Feature/Setting: Automate reminders and confirmations via ‘Messages’ API.
• Config: Send template SMS to leads and field staff pre/post booking.
3.9. SendGrid
• Feature/Setting: Automate email confirmations using ‘Send Email’ API.
• Config: Personalized meeting details, calendar .ics attachments.
3.10. Google Forms
• Feature/Setting: Automate form-to-calendar using form responses trigger.
• Config: Integrate with Apps Script or workflow to parse entries.
3.11. Zoom
• Feature/Setting: Automate meeting link creation via ‘Create Meeting’ API.
• Config: Attach virtual consultation link to appointment.
3.12. Slack
• Feature/Setting: Automated notifications of bookings to relevant channels via ‘Incoming Webhook’/Bot.
• Config: Alert sales and site crews of schedule changes.
3.13. Intercom
• Feature/Setting: Automate chatbot-triggered scheduling via integrations.
• Config: Route site visit requests from chat widgets directly to calendar automation.
3.14. Airtable
• Feature/Setting: Automate status tracking via ‘Create Record’ API.
• Config: Push new booking and status updates to shared tables.
3.15. Mailchimp
• Feature/Setting: Automate drip follow-ups to scheduled consultations.
• Config: Enroll leads into nurture sequences upon booking.
3.16. Typeform
• Feature/Setting: Automate survey-to-scheduling flow via webhook to calendar system.
• Config: Gather pre-consultation info and trigger event API.
3.17. Zoho CRM
• Feature/Setting: Automate meeting scheduling with ‘Meetings’ API.
• Config: Link meetings to lead or contact records.
3.18. Notion
• Feature/Setting: Automate reference note creation for each appointment.
• Config: Sync consultation booking with relevant client workspace pages.
3.19. DocuSign
• Feature/Setting: Automate consent and pre-visit waiver sending using ‘Envelope’ API.
• Config: Trigger document workflow on scheduling completion.
3.20. Google Maps
• Feature/Setting: Automate route sharing to technicians using ‘Directions’ API.
• Config: Embed directions in field staff notifications.

Benefits

4.1. Automates appointment scheduling for consistent lead engagement.
4.2. Reduces human error and double-booking by automating calendar management.
4.3. Automates reminders for clients and staff, reducing no-shows.
4.4. Spares admin effort through multi-channel automated confirmations and updates.
4.5. Enables scalable, data-driven performance analysis through automated status tracking and reporting.