Scheduling & Calendar AutomationPurpose
1.2 Reduce manual outreach by staff, decreasing administrative workload and error, while ensuring patients promptly receive a professional message concerning their cancelled session, including optional rescheduling links or instructions.
1.3 Support regulatory requirements for documented patient communication and increase overall office operational efficiency.
Trigger Conditions
2.2 Cancellation action taken by patient via online portal, email, phone, or SMS.
2.3 Practitioner, admin, or system user manually marks appointment as cancelled.
2.4 API webhook/event received indicating cancellation from integration with third-party systems (e.g., billing, EHR).
Platform Variants
3.1 Twilio SMS
• Feature/Setting: Use API to send a templated SMS when appointment status transitions to "Cancelled".
• Sample: Configure webhook from scheduler to call Twilio's Messages API with patient mobile and message template.
3.2 SendGrid
• Feature/Setting: Transactional Email API to trigger a cancellation email on event.
• Sample: Use SendGrid's Mail Send endpoint, dynamic template with appointment and rescheduling details.
3.3 Google Calendar
• Feature/Setting: Set up push notifications or calendar change webhooks for cancelled events.
• Sample: Google Calendar API 'events.watch' method with cancellation trigger.
3.4 Microsoft Outlook 365
• Feature/Setting: Use Graph API to watch calendar for event status updates.
• Sample: Configure 'subscription' for event change, send notification via Outlook or external service.
3.5 Slack
• Feature/Setting: Incoming webhook to notify specific staff/admin channels.
• Sample: Posting JSON to Slack channel with patient and slot info on cancellation.
3.6 Zoom
• Feature/Setting: Webhook to detect cancelled meetings and inform attendees.
• Sample: Listen to 'meeting.cancelled' event, send notification via preferred medium.
3.7 HubSpot
• Feature/Setting: Workflow automation initiates CRM email/SMS task on cancellation.
• Sample: CRM workflow triggers communication using contact properties and scheduled actions.
3.8 Salesforce Health Cloud
• Feature/Setting: Process Builder or Flow for cancelled appointment object event.
• Sample: Trigger automated message through CRM communication channels.
3.9 Mailgun
• Feature/Setting: HTTP API to dispatch appointment cancellation email.
• Sample: Schedule email via Mailgun API with embedded template parameters.
3.10 ActiveCampaign
• Feature/Setting: Automation trigger based on custom field or tag change.
• Sample: Trigger email/SMS workflow on contact update for appointment status.
3.11 Acuity Scheduling
• Feature/Setting: Webhooks or custom notifications on cancellation.
• Sample: Set webhook to fire on 'appointment cancelled' and execute notification workflow.
3.12 Calendly
• Feature/Setting: Webhook and in-app notification settings.
• Sample: Send webhook to automation platform on appointment cancellation event.
3.13 Zoho CRM
• Feature/Setting: Workflow rules for appointment module.
• Sample: Trigger custom action upon record update to "Cancelled" status.
3.14 RingCentral
• Feature/Setting: SMS/voice notification API integration for alert delivery.
• Sample: Initiate automated voice/SMS campaign on cancellation trigger.
3.15 Zapier
• Feature/Setting: Workflow "Zap" triggers on appointment software event.
• Sample: Use zap connecting scheduler and communication platform for notifications.
3.16 Pipedrive
• Feature/Setting: Workflow automation using custom fields/activities.
• Sample: When appointment activity is marked as cancelled, send note/email/SMS via integration.
3.17 Intercom
• Feature/Setting: Automated messages module.
• Sample: Send in-app or email notification on appointment cancellation via Intercom API.
3.18 Freshdesk
• Feature/Setting: Ticket automation on event feed input.
• Sample: Create support ticket to log cancellation and notify support staff automatically.
3.19 Viber
• Feature/Setting: Messaging API to send real-time cancellation alerts.
• Sample: Push notification to user’s Viber account upon status change.
3.20 WhatsApp Business API
• Feature/Setting: Template message sent on event from scheduler.
• Sample: Integrate with communication hub to send WhatsApp alert when cancellation detected.
Benefits
4.2 Improves patient service and communication consistency with timely, accurate alerts.
4.3 Encourages rescheduling, improving retention and maximizing practice utilization.
4.4 Enables auditing and compliance via logged automated messages across all channels.
4.5 Facilitates omni-channel communication to reach patients via their preferred platform.
4.6 Reduces no-shows and last-minute gaps by opening schedule to new bookings instantly.