Scheduling reminders for support services or appointments

Purpose

1.1. Ensure timely attendance at support services or appointments for Indigenous community members, reduce no-shows, streamline case worker schedules, and enhance engagement in social and advocacy programs by automating multi-channel reminders.
1.2. Provide culturally relevant and accessible communication for Aboriginal and Torres Strait Islander individuals through preferred media (SMS, email, voice call, WhatsApp, etc.), respecting privacy and consent.
1.3. Enable case managers, program coordinators, and health/service staff to focus on delivery rather than manual reminder processes, improving service quality and responsiveness.
1.4. Optimize resource allocation by giving real-time visibility into confirmations or cancellations, supporting adaptive planning.

Trigger Conditions

2.1. New support appointment or program session scheduled in case management or booking system.
2.2. Modification or rescheduling of an existing appointment.
2.3. Appointment comes within preset reminder window (e.g., 24, 48, 72 hours before).
2.4. Custom reminder frequency setting per recipient’s preference or repeating periodic reminders.
2.5. Manual trigger by staff for exceptional communications.

Platform Variants

3.1. Twilio SMS
• Feature/Setting: Use "Messages API" to send SMS reminders.
• Sample Configuration: Schedule SMS via /Message endpoint specifying recipient, reminder text, and send timestamp.

3.2. SendGrid
• Feature/Setting: "Mail Send API" for email reminders with template personalization.
• Sample Configuration: POST /mail/send with recipient, message content, and dynamic fields.

3.3. Microsoft Outlook Calendar
• Feature/Setting: "Create Event API" with notifications toggled on.
• Sample Configuration: Create and update event with attendee emails and pre-set reminders.

3.4. Google Calendar
• Feature/Setting: "Events.insert" and notifications "reminders.overrides".
• Sample Configuration: Schedule calendar event and auto send email/pop-up reminders.

3.5. WhatsApp Business (Meta)
• Feature/Setting: "Messages API" for WhatsApp reminders.
• Sample Configuration: POST /v18.0/{{Phone-Number-ID}}/messages with message payload.

3.6. Slack
• Feature/Setting: "chat.scheduleMessage" for scheduled DMs.
• Sample Configuration: Use Slack API to DM scheduled reminders to users.

3.7. Zoom
• Feature/Setting: "Meeting Reminder" via Zoom API + email notification flag.
• Sample Configuration: Schedule meeting, activate reminders for participants.

3.8. Mailgun
• Feature/Setting: "Messages API" for personalized bulk email reminders.
• Sample Configuration: POST /messages with variables for name, appointment time.

3.9. Microsoft Teams
• Feature/Setting: "Schedule Meeting" with reminder flag.
• Sample Configuration: Create meeting and set reminder via API for group chat.

3.10. Salesforce
• Feature/Setting: "Process Builder" or "Flow" to trigger custom notifications.
• Sample Configuration: On record update, auto-send email/SMS via configured integration.

3.11. HubSpot
• Feature/Setting: "Workflow Trigger" for appointment task; email/SMS action.
• Sample Configuration: Contact property triggers email reminder via workflow.

3.12. Zendesk
• Feature/Setting: "Ticket trigger" initiating reminder email or SMS.
• Sample Configuration: Schedule notification based on support ticket status.

3.13. Freshdesk
• Feature/Setting: "Automations" for event-based email/SMS reminders.
• Sample Configuration: Trigger reminder when appointment ticket updated.

3.14. Calendly
• Feature/Setting: "Event Type Notifications" for scheduled events.
• Sample Configuration: Customize timing and content of automatic reminders.

3.15. ActiveCampaign
• Feature/Setting: "Automation" to dispatch reminders via email/SMS.
• Sample Configuration: Triggered automation tied to contact’s appointment.

3.16. Viber
• Feature/Setting: "Messages API" for Viber-specific reminders.
• Sample Configuration: Send message through Viber Public Account API.

3.17. Discord
• Feature/Setting: "Scheduled Message" using bot to post in server/channel.
• Sample Configuration: Bot scheduled to post event reminders.

3.18. Telegram
• Feature/Setting: "Bots API" sendMessage with scheduled time.
• Sample Configuration: Bot sends reminder in private message or group.

3.19. ZoomInfo
• Feature/Setting: "Workflows" + scheduled communications module.
• Sample Configuration: Workflow sends reminder email/SMS per appointment record.

3.20. Oracle Eloqua
• Feature/Setting: "Campaign Canvas" with timer steps for reminders.
• Sample Configuration: Audience segment receives reminder at set interval.

3.21. Mailchimp
• Feature/Setting: "Email Automation" for appointment-based triggers.
• Sample Configuration: Date-based automation sends customized reminder email.

3.22. RingCentral
• Feature/Setting: "SMS API" for text reminders.
• Sample Configuration: API call sends SMS to recipient at scheduled time.

3.23. Intercom
• Feature/Setting: "Outbound Messages" module for scheduled communication.
• Sample Configuration: Reminder triggered by event property in account.

3.24. Pipedrive
• Feature/Setting: "Activities API" and system alerts.
• Sample Configuration: Auto-create activity with notification to user.

3.25. Asana
• Feature/Setting: "Task Reminders" via Asana API for user assignments.
• Sample Configuration: Auto-generate task with due time push notification.

Benefits

4.1. Increases attendance/participation in programs and services, maximizing impact within Indigenous communities.
4.2. Reduces staff labor spent on manual outreach and reminder tasks.
4.3. Enhances accessibility with multi-lingual, culturally aligned communication options.
4.4. Provides audit trails for funding compliance and reporting.
4.5. Enables tailored communication preferences per individual or group.
4.6. Supports rapid adjustment of service delivery in response to participant confirmations or cancellations.