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Automated appointment reminders for prospects

Purpose

1.1. The purpose is to automate sending appointment reminders to motorcycle driving school prospects, reducing no-shows and increasing onboarding conversion.
1.2. The process automates notification by SMS, email, WhatsApp, and voice, ensuring timely prospect communication.
1.3. Automation covers multi-channel reminders, calendar synchronization, and status tracking, freeing staff from repetitive follow-up.
1.4. The ultimate goal is to streamline, automate, and accelerate lead-to-client onboarding by automating scheduled communication.

Trigger Conditions

2.1. New prospect submits lead form on the school’s website.
2.2. Prospect books or reschedules an appointment via online calendar or CRM.
2.3. Appointment is 24h, 6h, or 1h away (configurable automation timeline).
2.4. Manual staff input or CRM flag triggers automated reminders.

Platform Variants

3.1. Twilio SMS
- Feature/Setting: SMS API; automate sending personalized reminders using /Messages endpoint; sample: set "to", "from", "body".
3.2. SendGrid
- Feature/Setting: Email API; automated email reminders via v3/mail/send; sample: configure recipient, subject, content, send at.
3.3. Mailgun
- Feature/Setting: Messages API; automation of transactional reminders via /messages; set "to", "subject", "text".
3.4. WhatsApp Business API
- Feature/Setting: /messages endpoint; automated WhatsApp reminders with template messages.
3.5. Google Calendar
- Feature/Setting: event notification webhook; automate emails or notifications when new booking event created.
3.6. Microsoft Outlook Calendar
- Feature/Setting: Graph API; automates calendar event triggers for reminder emails.
3.7. Zoho CRM
- Feature/Setting: Workflow rules; triggers automated reminder email/SMS on lead/appointment status change.
3.8. HubSpot
- Feature/Setting: Workflow Automation; automated reminder action when appointment is approaching.
3.9. Salesforce
- Feature/Setting: Process Builder/Flow; automated notification at set intervals before appointment.
3.10. Calendly
- Feature/Setting: Webhook/Calendly API; triggers automate event reminders to prospect.
3.11. Acuity Scheduling
- Feature/Setting: Reminder Email/SMS automation; configured per event type in settings.
3.12. ActiveCampaign
- Feature/Setting: Automated email/SMS campaigns; triggered by tags or calendar events.
3.13. Pipedrive
- Feature/Setting: Workflow Automation; automated follow-up SMS/email on appointment activities.
3.14. Intercom
- Feature/Setting: Automated Messages; triggered based on user event or attribute (next appointment).
3.15. Slack
- Feature/Setting: Incoming Webhooks or reminders; automate internal notification to sales team.
3.16. Zoom
- Feature/Setting: Meeting Registration webhook/API; automate reminders for scheduled training calls.
3.17. Facebook Messenger
- Feature/Setting: Send API; automation for sending bot-powered confirmation/reminder messages.
3.18. Viber
- Feature/Setting: Messages API; automated reminders for Viber-using prospects.
3.19. Typeform
- Feature/Setting: Webhook; automation starts when form is submitted for lead, pushes data to trigger appointment reminders.
3.20. Google Sheets
- Feature/Setting: Apps Script/Sheets API; automates reminder scheduling when new row (appointment) is added.
3.21. Zapier
- Feature/Setting: Multi-step Zap; automates cross-platform event detection and reminders.

Benefits

4.1. Automatedly reduces no-shows and boosts attendance for intro riding sessions and trials.
4.2. Automates repetitive reminder tasks, freeing time for core staff functions.
4.3. Customizes reminder automation by channel, timing, and messaging.
4.4. Increases the conversion of leads to clients by automating personalized, timely follow-ups.
4.5. Provides audit trail of automated contacts, minimizing errors and manual oversight.
4.6. Enables scalable, automatable workflows as lead volume grows across multiple locations.

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