Scheduling site visits and consultations

Purpose

1.1. Automatedly coordinate scheduling of site visits and consultations for office refurbishment inquiries.
1.2. Automate follow-up on form submissions, calendar booking, assignment of sales reps, and reminders.
1.3. Streamline availability checking, confirmation notifications, rescheduling, and pre-visit briefing.
1.4. Automates integration of lead capture, CRM, messaging, and calendar tools, reducing manual scheduling and errors.

Trigger Conditions

2.1. New lead or inquiry through web forms, chat, or email.
2.2. Inbound call requesting consultation.
2.3. Manual CRM lead status change to "Consultation Needed".
2.4. Calendar slot made available by sales rep or consultant.

Platform Variants

3.1. Microsoft Outlook Calendar
• Feature: Calendar API (v2.0); configure automated meeting slot search and send invite via /events.

3.2. Google Calendar
• Feature: Events API; automate event creation with attendee email using events.insert.

3.3. Calendly
• Feature: Webhooks; configure automatic scheduling links upon form submissions.

3.4. HubSpot
• Feature: Workflows API; automate transition from "New Lead" to "Scheduled Visit" with engagement create or update endpoint.

3.5. Salesforce
• Feature: Process Builder & REST API; automated lead-to-event mapping and task reminders.

3.6. Zoho CRM
• Feature: Blueprint & Scheduling APIs; automate lead journey and schedule consultation record.

3.7. Pipedrive
• Feature: Scheduler and Activity API; automate activity creation and link to lead.

3.8. Acuity Scheduling
• Feature: Webhook triggers; configure automatic follow-up and reminders when a slot is booked.

3.9. Twilio SMS
• Feature: SMS API (Messages endpoint); automate SMS confirmations and reschedule invitations.

3.10. Slack
• Feature: Reminders & Events API; automate notification to sales team on new booking.

3.11. Intercom
• Feature: Conversational Bots/Workflows; automate handoff from chat to site visit scheduler.

3.12. Mailgun
• Feature: Send API; automate confirmation emails and reminders directly to the client.

3.13. SendGrid
• Feature: Marketing Campaigns or Transactional API; automate event-triggered communications.

3.14. Microsoft Teams
• Feature: Calendar integration; automate posting scheduled site visits in Teams channels.

3.15. Asana
• Feature: Task automation via Rules; add site visits as tasks with due reminders.

3.16. ClickUp
• Feature: Automate with Task and Event triggers; link form fills to scheduled site visits.

3.17. Typeform
• Feature: Webhooks; on submission, automate calendar invite generation.

3.18. Jotform
• Feature: API + Zapier endpoint; automate handoff from form submission to appointment setting.

3.19. monday.com
• Feature: Automations Center; automate creation of new items and reminders for booked visits.

3.20. Freshsales
• Feature: Workflow Automations; move lead across funnel based on scheduled consultation status.

3.21. Zoom
• Feature: Meeting API; automate instant virtual consultation meeting scheduling and email with Join URL.

3.22. Google Chat
• Feature: Bots Webhook; automate alert to internal channels when visit is scheduled.

Benefits

4.1. Automates manual scheduling, improving speed and professionalism.
4.2. Automated reminders reduce no-shows, increasing consultation completion rates.
4.3. Automated confirmation messages elevate customer satisfaction.
4.4. Automation of lead handoff to calendar reduces admin overhead.
4.5. Automated data capture and reporting support improved decision-making and revenue generation.