Automated calendar scheduling for consultations

Purpose

1.1. Automate client consultation scheduling for air duct cleaning services, eliminating manual back-and-forth, enhancing lead conversion, organizing staff calendars, minimizing missed appointments, integrating with CRM, and sending reminders via clients’ preferred channels.

Trigger Conditions

2.1. New lead or inquiry captured via web form, phone, or email.
2.2. CRM stage updated to 'Consultation Needed'.
2.3. Customer interaction on ad/contact platform.
2.4. Receptionist/manual entry triggers scheduling request.

Platform Variants

3.1. Google Calendar
• Feature/Setting: Create event API – prepopulate with customer, service, location.
3.2. Microsoft Outlook Calendar
• Feature/Setting: Graph API 'createEvent' – add client details, send invite.
3.3. Acuity Scheduling
• Feature/Setting: Webhooks/API appointment creation – insert client data from CRM.
3.4. Calendly
• Feature/Setting: Scheduling links auto-sent; use Events API to monitor booking.
3.5. Zapier
• Feature/Setting: Multi-step Zap – trigger on CRM change, push to calendar, email client.
3.6. HubSpot
• Feature/Setting: Meeting API – auto-generate scheduling link part of sales workflow.
3.7. Salesforce
• Feature/Setting: Event object via REST API – assign consultant, set reminders.
3.8. Zoho CRM
• Feature/Setting: Meetings module API – auto-create appointment from lead.
3.9. Pipedrive
• Feature/Setting: Scheduler tool integration with activities endpoint.
3.10. Freshsales
• Feature/Setting: Appointment API – create record, email confirmation.
3.11. Monday.com
• Feature/Setting: Board automation – pulse triggers, calendar sync.
3.12. Twilio SMS
• Feature/Setting: Programmable SMS – notify/confirm/allow reschedule via text.
3.13. SendGrid
• Feature/Setting: Transactional API – send reminders, confirmations.
3.14. Mailgun
• Feature/Setting: Messages API – automated email to confirm time, add to calendar.
3.15. Slack
• Feature/Setting: Webhook notification to internal team channels when slots fill.
3.16. Notion
• Feature/Setting: Calendar database – create consultation entry via API integration.
3.17. Aircall
• Feature/Setting: After-call automation, send booking link or auto-book based on call.
3.18. Intercom
• Feature/Setting: Bot replies with scheduling link, API to log meeting in CRM.
3.19. Typeform
• Feature/Setting: Submission triggers follow-up automation with meeting slot options.
3.20. Google Meet
• Feature/Setting: API to auto-generate video link and append to calendar event.

Benefits

4.1. Reduces admin time and errors; no manual scheduling.
4.2. Increases consultation conversion through instant booking.
4.3. Ensures every lead receives an offer to book, never missed.
4.4. Triggers reminders to decrease missed appointments.
4.5. Centralizes all appointments in service team’s calendars automatically.
4.6. Enables omnichannel scheduling—email, SMS, website, or chatbot.