Purpose
1.1. Automate the compilation and delivery of scheduled appointment summaries to staff, ensuring everyone is informed daily or weekly about upcoming bookings and schedule changes.
1.2. Enhance internal communication by automating reminders and updates about appointments, cancellations, or reschedules.
1.3. Reduce manual workload by automating collation, formatting, and dispatching of booking data from multiple sources into a standard summary for staff.
1.4. Streamline scheduling transparency, allowing for better resource planning and customer service by automating the flow of appointment information.
Trigger Conditions
2.1. Scheduled trigger: run automation at fixed intervals (e.g., every morning at 7:00 AM, or every Monday at 8:00 AM).
2.2. Change-based trigger: immediate automation upon an update, creation, or cancellation in booking software.
2.3. Manual trigger: allow management to manually initiate the summary automation if required for ad-hoc updates.
Platform Variants
1. Google Calendar
• Feature/Setting: Calendar API – automate retrieval of events, filter by time window, format, and send via email or chat.
2. Outlook Calendar (Microsoft 365)
• Feature/Setting: Graph API calendarView endpoint – automate scheduled export of upcoming appointments, send via Teams or email.
3. Square Appointments
• Feature/Setting: Appointments API – automate fetching daily/weekly appointments, automate summary email to staff.
4. Mindbody
• Feature/Setting: GET client schedule endpoint – automate report generation and push to Slack or email.
5. Fresha
• Feature/Setting: Webhooks for appointment changes – automate automated notification workflow to staff via SMS or WhatsApp.
6. Acuity Scheduling
• Feature/Setting: List Appointments API – automate scheduled summary extraction and structured message to email/text.
7. Calendly
• Feature/Setting: Scheduled Events endpoint – automate summary automation, team distribution via email integration.
8. Booker by MINDBODY
• Feature/Setting: Appointments endpoint – automate pulling future appointments and sending a digest.
9. Vagaro
• Feature/Setting: List Appointments API – automate extraction of schedule and perform automated team notifications.
10. Setmore
• Feature/Setting: List Bookings API – automate summary generation and automate SMS/email via integration.
11. Zoho Bookings
• Feature/Setting: Fetch Bookings API – automate report creation and automate dispatch to recipients.
12. SendGrid
• Feature/Setting: Automated Email API – configure to automate summary emails with optional templates.
13. Twilio SMS
• Feature/Setting: Programmable SMS – automate scheduled or event-driven SMS summary of bookings to staff numbers.
14. Slack
• Feature/Setting: Chat.postMessage API – automate posting formatted daily/weekly schedules to staff channel.
15. Microsoft Teams
• Feature/Setting: Incoming Webhook – automate and send summary cards with appointments directly to channel.
16. WhatsApp Business API
• Feature/Setting: Send Message endpoint – automate automated delivery of summarized schedules as WhatsApp messages.
17. Asana
• Feature/Setting: Tasks API – automate new task generation for each staff shift from upcoming appointment list.
18. Trello
• Feature/Setting: Create Card API – automate creation of cards per appointment cycle for visual tracking.
19. Gmail
• Feature/Setting: SMTP/Send Email API – schedule and automate direct sending of calendar summaries as emails.
20. Notion
• Feature/Setting: Database API – automate insertion of booking data, create sharable pages for staff review.
21. Airtable
• Feature/Setting: Automated scripting – automate pulling, transforming, and emailing data from appointment table.
22. Mailgun
• Feature/Setting: Messages API – automate bulk, formatted schedule emails sent at fixed times.
Benefits
4.1. Automates repetitive manual communications, reducing human error risk.
4.2. Provides timely, reliable automated updates so staff can plan their day or week efficiently.
4.3. Supports automated cross-platform communication (email, SMS, chat) without extra staff effort.
4.4. Ensures all staff receive uniform, accurate, and up-to-date automated schedule information.
4.5. Enables better resource allocation and customer experience via consistent and automated notifications.
Appointment & Booking Management