Follow-up session scheduling

Purpose

1.1. Automate post-mediation session follow-up by automating scheduling of subsequent meetings between parties, mediators, or involved legal professionals.
1.2. Centralize and automate calendar invites, reminders, availability checks, and confirmations to minimize manual intervention.
1.3. Automate tracking of pending sessions, facilitate rescheduling, and ensure all stakeholders receive synchronized calendar updates across devices and platforms.
1.4. Integrate automator workflows across email, SMS, CRM, and internal calendaring systems, ensuring comprehensive automating of the scheduling journey from invitation to confirmation.

Trigger Conditions

2.1. Mediation session completion logged in CRM or case management platform.
2.2. Manual completion form submitted by mediator via web portal.
2.3. Party responds/request for follow-up via email, SMS, or web form.
2.4. Automated policy rule detected (e.g., statutory cooling-off) requiring a new session.
2.5. Expiry of set timeframe since the last session triggers automated scheduling logic.

Platform Variants

3.1. Google Calendar
• Feature/Setting: Calendar API — automate event creation, attendee invitations, and reminders.
3.2. Microsoft Outlook 365
• Feature/Setting: Graph API — automate appointment scheduling, update, and distribute meeting links.
3.3. Zoom
• Feature/Setting: Meetings API — automate programmatic session creation and join link distribution.
3.4. Twilio
• Feature/Setting: Programmable Messaging — automate SMS reminders and scheduling confirmations.
3.5. SendGrid
• Feature/Setting: Mail Send API — automate customized email scheduling notifications.
3.6. Calendly
• Feature/Setting: Scheduling API/Integrations — automate meeting link generation and calendar sync.
3.7. HubSpot
• Feature/Setting: Workflows/Meetings API — automate pipeline-triggered session scheduling.
3.8. Salesforce
• Feature/Setting: Salesforce Scheduler — automate event creation and availability matching for legal clients.
3.9. Acuity Scheduling
• Feature/Setting: Appointment API — automate legal session slots allocation and reminders.
3.10. Slack
• Feature/Setting: Workflow Builder or Events API — automate direct message scheduling reminders to legal teams.
3.11. Monday.com
• Feature/Setting: Automations Center — automate follow-up assignment and calendar synchronizations.
3.12. Asana
• Feature/Setting: Rules & API — automate task creation for follow-up meeting triggers.
3.13. Zoho CRM
• Feature/Setting: Calendar & Automation Rules — automate session follow-up logging.
3.14. Aircall
• Feature/Setting: Call Automation — automate post-call scheduling notifications.
3.15. Intercom
• Feature/Setting: Messenger/Workflows — automate in-chat session scheduling prompts.
3.16. Doodle
• Feature/Setting: Poll Creation API — automate joint availability scheduling.
3.17. Freshdesk
• Feature/Setting: Ticket Automations — automate support-triggered follow-up scheduling.
3.18. Google Forms
• Feature/Setting: Form Submissions — automate workflow triggers from appointment forms.
3.19. Typeform
• Feature/Setting: Webhook Integration — automate next-session offer based on form logic.
3.20. Office 365 Power Automate
• Feature/Setting: Scheduled Triggers & Calendar Connectors — automate cross-platform reminders and invites.

Benefits

4.1. Automates repetitive manual scheduling for mediation follow-ups, boosting operational efficiency.
4.2. Reduces human error and ensures consistency of scheduling and reminder communications.
4.3. Delivers automated, timely notifications across email, SMS, and calendar, increasing engagement.
4.4. Maximizes utilization and revenue by automating slot allocation and reducing gaps.
4.5. Enables automatedly clear audit trail for compliance and service verification purposes.
4.6. Frees mediation/legal staff for higher-value tasks by automating logistical processes.