Hello and welcome back!


In this video, I'm going to be walking you through creating an appointment confirmation and reminder automation from in StudioHub. I'm going to walk you through the process of building this from scratch.


Let's dive in.


SCENARIO

I want people to receive an automated confirmation as soon as a contact schedules (or I schedule them for) an appointment. I also want them to receive reminders before the time of the appointment. I want to remind them to come in, to let them know how to get to our business, and to get them to fill out a sign-up form before they get here.


The first thing we need to create is our automation sentence.


Here's what I came up with for this example:



AUTOMATION SENTENCE

When a contact books an appointment, send them an automated email with my address to confirm their appointment; then 1 day before the appointment send them a text message saying we're looking forward to seeing them tomorrow, and ask them to fill out a form; then 1 hour before the appointment I want to send them my address, tell them that if they haven't done so to fill out the form, and tell them that I'm looking forward to meeting them in 1 hour.


SPECIFICATIONS

I want people to receive the same messages every time I book the contact for an appointment, or they schedule themselves.


Even if people book an appointment late in the night, I still want them to receive the confirmation message right away.


NAME THE AUTOMATION

The first thing we need to do is name the automation.


We're going to name this automation "Spring Promotion", then I need to click save.


TRIGGER

Next, we start by adding the trigger that causes the automation to start.


Because in my automation sentence, I specify that I want the automation to start when a contact books an appointment, I'm going to pick the "appointment booked" trigger.


Now, I need to specify which calendar is going to cause the automation to start when submitted. If I don't pick the calendar, then this automation will fire anytime anyone gets booked into ANY calendar, which wouldn't be good.


This is why you want to be careful when creating automations. It is super easy to pick the wrong thing and break things.



I'm going to pick a random calendar I created. 


If you want to learn how to create a calendar, there's another training that walks you through how to create calendar in StudioHub. I would recommend watching that one after you finish watching this training if you haven't done so already.

I'll add the link to that training below this video: https://getmorestudents.freshdesk.com/support/solutions/73000350713


ACTION STEPS


Now let's add the action steps.


Make sure that you save each step as you start building.


  • Send an email
  • Wait 1 day until appointment start time
  • Send SMS
  • Wait 1 hour until appointment start time
  • Send SMS



SETTINGS

I mentioned at the beginning of this video that I want people to receive the automated messages every time they submit the form, which means that I have to keep "allow re-entry" turned on.


Since I want people to receive ALL the appointment reminders, it doesn't make sense to turn on the "stop on response"


Also, the "timing feature" does not make sense to add here since we want people to receive all of the automated reminders.



LAST STEP

Turn the automation on.

Save the workflow.




CONCLUSION

AND.... DONE!


That's it! This automation will fire anytime someone books an appointment in the specific calendar that I chose, and it will send them the messages I pre-programmed here.


If they schedule multiple appointments, they will get the messages multiple times. They will also get the messages right away, regardless of the time of the day they get booked for an appointment!


That concludes this automation example.


Let's go to the next one.


See you in the next video!