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Automating Appointments with Stack: Customer Booked Appointment Trigger

Discover how to streamline your appointment scheduling with Stack's "Customer Booked Appointment" workflow trigger. This guide will walk you through its functionality, benefits, setup process, and practical applications.

Table of Contents​

Understanding the Customer Booked Appointment Trigger​

The Customer Booked Appointment trigger in Stack activates automatically when a customer books an appointment through a booking link or online scheduling system. It's perfect for businesses aiming to automate follow-ups, reminders, and notifications for scheduled appointments. Please note, this trigger is designed for one-time appointments and does not support recurring ones.

Benefits of Automating Appointment Workflows​

Automating your appointment workflows with Stack offers numerous advantages:

  • Automated Reminders: Send timely reminders via email or SMS to reduce no-show rates.
  • Enhanced Customer Experience: Keep your customers informed with automated confirmations and follow-ups.
  • Efficient Team Notifications: Automatically notify team members whenever an appointment is booked.
  • Flexible Customization: Use filters to tailor workflows for specific calendars, calendar groups, or customer tags.
  • Improved Resource Management: Free up your team to focus on service delivery rather than schedule management.

Setting Up the Customer Booked Appointment Trigger​

Here's how you can configure the Customer Booked Appointment trigger in your Stack workflow:

Naming Your Trigger​

  1. Go to the Automation section.
  2. Create a new workflow or select an existing one.
  3. Click Add New Trigger and choose "Customer Booked Appointment" from the list.
  4. Enter a descriptive name, like “New Appointment Booking Trigger,” to easily identify it later.

Configuring Filters​

Refine your trigger with these filters to suit your needs:

Has Tag​

  • Activate the trigger only when a customer with a specific tag books an appointment.

In Calendar​

  • Target specific calendars so the workflow triggers when an appointment is booked in the selected calendar.

In Calendar Group​

  • Choose a calendar group to trigger the workflow when an appointment is booked in any calendar within that group.

Once your filters are set, click Save to ensure your trigger is configured correctly. Don't forget to save the entire workflow by clicking the blue save button in the top-right corner.

Real-World Use Cases​

Explore these scenarios to see how the Customer Booked Appointment trigger can be applied:

  • Appointment Reminder: A dental clinic sends automated reminders 24 hours before appointments to reduce no-shows.
  • Follow-Up After Booking: A real estate agency sends follow-up emails with appointment details and instructions after a client books a property viewing.
  • Internal Notification for VIP Clients: A financial advisory firm alerts senior advisors when a VIP client books an appointment.
  • Group Appointment Management: A fitness center manages group training sessions by notifying trainers when a session is booked in a group calendar.

Frequently Asked Questions​

Can this trigger be used for recurring appointments?

No, the Customer Booked Appointment trigger is only for one-time appointments.

How can I trigger different workflows for different types of appointments?

Use filters like In Calendar or In Calendar Group to target specific appointment types and set up separate workflows.

What happens if a team member manually books the appointment on behalf of the customer?

This trigger only activates when the customer independently books an appointment through a booking link.

Can I send reminders at multiple intervals, like 48 hours and 24 hours before the appointment?

Yes, you can add multiple reminder actions within the same workflow, setting different wait times for each.

How can I track appointments booked by high-priority clients?

Use the Has Tag filter to create a workflow that triggers only for clients with a specific tag, such as “VIP Client,” to ensure timely follow-ups and special handling.