Real-time appointment scheduling and rescheduling

Purpose

1.1. Automates real-time appointment scheduling and rescheduling, enabling citizens to book, modify, or cancel registry services online or via digital channels without manual intervention.
1.2. Ensures seamless, automatic updates of registries’ availability slots, confirmations, and reminders, reducing no-shows and administrative workload.
1.3. Supports direct integration with eID verification, payments, calendar sync, and SMS/email notifications for end-to-end citizen application handling.

Trigger Conditions

2.1. Automation triggered when a citizen selects, cancels, or reschedules an appointment via web forms, mobile apps, chatbots, SMS, or call centers.
2.2. Automated triggers on changes in staff schedules, public holidays, or real-time slot availability updates from the back office.
2.3. Triggers through API call, webhook submission, inbound message, or scheduled job for periodic confirmations and reminders.

Platform Variants

3.1. Microsoft Bookings
• Function: automate appointment creation, reschedule via Graph API /calendar/events endpoint, sync changes to Outlook.
3.2. Google Calendar
• API: automate insert, update, and delete events via Calendar API, deliver notifications using Push Notifications.
3.3. Twilio
• SMS API: automate confirmation/reschedule/cancellation messages via programmable SMS, webhook-triggered SMS workflows.
3.4. SendGrid
• Email API: automatically trigger transactional emails for appointment confirmations and updates, automate using template engine.
3.5. Calendly
• Webhooks/API: automate booking flow and rescheduling; listen for event_scheduled and event_canceled triggers.
3.6. Acuity Scheduling
• API: schedule/reschedule appointments automatically, sync availability in real-time, automate offline form submissions.
3.7. Slack
• Bot/Events API: automate appointment notifications in government department channels, respond to “/reschedule” bot commands.
3.8. Zoom
• Meetings API: automate creation of video appointments for remote registry services, auto-send join info upon booking.
3.9. Salesforce
• Service Cloud API: automate case and appointment object creation, reschedule workflow, sync contact status.
3.10. HubSpot
• Meetings API: automate scheduling via contact workflows, auto-update lifecycle stages on appointment status change.
3.11. Outlook 365
• Graph API: automate calendar event handling, auto-send invites, manage attendee lists.
3.12. Freshdesk
• Ticket API: automate appointment-based ticket creation, status update triggers automation for slot changes.
3.13. WhatsApp Business API
• Message API: automate booking/rescheduling requests, send updates, confirm changes over encrypted chats.
3.14. Zapier
• Scheduler/Calendar Integrations: automate multi-platform time slot checks and appointment workflows via triggers/actions.
3.15. Google Forms
• Apps Script: automate form-driven slot reservation, push data to backend calendars and trigger confirmation workflows.
3.16. Airtable
• API/Webhooks: automate dynamic allocation of available slots, auto-update linked cancellation lists.
3.17. Typeform
• Webhooks: automate form submissions into booking system, send real-time summary to staff and citizens.
3.18. DocuSign
• eSignature API automates pre-visit form signing and auto-populates scheduled time blocks as signature triggers are received.
3.19. SAP SuccessFactors
• OData API: automate employee scheduler sync, auto-block conflicting registry time slots.
3.20. Stripe
• Payment Intent API: automates payment collection for premium appointment services before slot confirmation.
3.21. ServiceNow
• Workflow API: automate incident/task creation based on appointment scheduling events, link with resource allocation automatically.
3.22. Power Automate
• Calendar, Email, and Data Connectors: automator launches workflows on appointment lifecycle events, automates all follow-up tasks.

Benefits

4.1. Automates entire citizen appointment experience, lowering manual load and human error.
4.2. Automated reminders reduce no-shows, increasing registry office efficiency.
4.3. Synchronization automation ensures staff and citizens see accurate availability at all times.
4.4. Process automation enables rapid, scalable citizen servicing with minimal staff involvement.
4.5. Central automator supports compliance, audit logs, and data reporting functions.