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Online appointment scheduling and automated confirmations

**Purpose**

1.1. Enable visitors to book appointments to view Aboriginal art pieces online, automate confirmations, reminders, and updates to enhance the gallery’s visitor experience, reduce missed visits, and streamline front-desk operations.
1.2. Ensure real-time booking availability, capture visitor contact details, automate communication via email, SMS, and in-app notifications, and process cancellations or modifications.

**Trigger Conditions**

2.1. Visitor submits booking form on gallery website or via mobile app.
2.2. Booking received via partner platforms (e.g., TripAdvisor, Google Maps, GetYourGuide).
2.3. Change or cancellation request from visitor.
2.4. Predefined interval (e.g., 24 hr before visit) for automated reminders.

**Platform Variants**


3.1. Acuity Scheduling
• Feature/Setting: Webhooks/API — configure POST webhook to fire on new booking, to send event details to comms workflow.

3.2. Calendly
• Feature/Setting: Event Type API — set up onScheduled and onInviteeCanceled endpoints for automated communication flow.

3.3. Microsoft Bookings
• Feature/Setting: Graph API — subscribe to bookingCreated and bookingCancelled events to trigger notifications.

3.4. Setmore
• Feature/Setting: Webhook notification — enable webhook for ‘Appointment Booked’ events to push data to messaging apps.

3.5. Square Appointments
• Feature/Setting: Appointments API — configure webhook endpoint for new, updated, and canceled appointments.

3.6. Google Calendar API
• Feature/Setting: Watch API — create channel to detect new events labeled ‘Gallery Visit Appointment’.

3.7. Outlook Calendar API
• Feature/Setting: Subscription API — create subscription for event creation/deletion in designated calendar.

3.8. Twilio SMS
• Feature/Setting: Programmable SMS — configure Send SMS endpoint to send booking confirmations or reminders.

3.9. WhatsApp Business API
• Feature/Setting: Message endpoint — send appointment confirmation/changes to visitor’s WhatsApp.

3.10. Telegram Bot API
• Feature/Setting: sendMessage — deliver real-time reminders or confirmations to a visitor’s Telegram chat.

3.11. Slack API
• Feature/Setting: chat.postMessage — alert internal team of new bookings in #bookings-channels.

3.12. SendGrid
• Feature/Setting: Mail Send API — trigger transactional email with appointment details and instructions.

3.13. Mailgun
• Feature/Setting: Messages API — set up automated email delivery on booking creation.

3.14. Zoom API
• Feature/Setting: Meeting Create — instantly generate meeting link for virtual tours on booking.

3.15. Google Sheets API
• Feature/Setting: Append Values — log each booking entry for analytics and records.

3.16. Salesforce
• Feature/Setting: REST API — create Lead/Contact record for each new visitor appointment.

3.17. HubSpot
• Feature/Setting: Engagements API — record each scheduled visit as a meeting in CRM.

3.18. Shopify (for events/ticketing)
• Feature/Setting: Orders API — trigger fulfillment flow when ‘Art Tour’ purchased.

3.19. Typeform
• Feature/Setting: Webhooks — transmit appointment data when visitor completes gallery form.

3.20. Microsoft Teams
• Feature/Setting: Create chatMessage — notify gallery staff about booking updates.

3.21. Facebook Messenger API
• Feature/Setting: Send API — deliver confirmation or updates using Messenger bot.

3.22. Zapier Webhooks
• Feature/Setting: Catch Hook/POST — bridge data from scheduling tool to downstream communication services.

3.23. Pipedrive
• Feature/Setting: Activities API — log gallery appointments as activity records.

**Benefits**

4.1. Streamlines visitor bookings, reduces manual admin work, enhances visitor engagement with timely, error-free communications.
4.2. Improves visitor satisfaction with efficient confirmations, reminders, and easy rescheduling.
4.3. Centralizes appointment data for analytics, staff allocation, and reporting.
4.4. Integrates multi-channel communications for broader visitor reach and preference alignment.

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