Automated Appointment Reminders & Data Sync
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Streamline your appointment management with automated reminders and seamless data synchronization across your favorite tools. Never miss a follow-up and keep your records up-to-date effortlessly.
About This Workflow
This workflow automates your appointment management process from start to finish. Upon receiving a new appointment via a webhook, it intelligently extracts and validates the appointment data. This crucial information is then instantly synced to your preferred databases, including Google Sheets, Airtable, and PostgreSQL, ensuring a single source of truth. The workflow proactively sends out customizable email and SMS reminders at key intervals – 3 days and 1 day before the appointment – reducing no-shows and improving client communication. Finally, it updates your databases to confirm reminder delivery, providing a comprehensive overview of your appointment lifecycle.
Key Features
- Real-time Appointment Capture: Integrates with any system via webhooks to capture new appointments as they happen.
- Multi-Database Synchronization: Automatically updates Google Sheets, Airtable, and PostgreSQL to keep your data consistent.
- Automated Multi-Channel Reminders: Sends timely email and SMS reminders to clients at 3-day and 1-day intervals.
- Intelligent Data Processing: Validates and formats appointment data for accuracy and usability.
- Workflow Status Tracking: Updates your databases to confirm when reminders have been sent.
How To Use
- Configure Webhook: Set up the "Webhook: New Appointment" node with your appointment scheduling system's webhook URL.
- Map Appointment Data: In the "Extract Appointment Data" and "Format & Validate Data" nodes, define how to pull and clean relevant fields like client name, email, phone, and appointment date.
- Connect Your Databases: Configure the "Store in Google Sheets," "Store in Airtable," and "Store in PostgreSQL" nodes with your specific credentials and sheet/table/database details.
- Set Reminder Intervals: Adjust the "Wait: 3 Days Before" and "Wait: 1 Day Before" nodes to fine-tune reminder timing.
- Customize Reminders: Edit the "Send 3-Day Email Reminder," "Send 3-Day SMS Reminder," "Send 1-Day Email Reminder," and "Send 1-Day SMS Reminder" nodes with your desired message content, subject lines, and sender information.
- Update Database Status: Ensure the "Update Google Sheets," "Update Airtable," and "Update PostgreSQL" nodes are correctly configured to mark reminders as sent in your respective databases.
Apps Used
Workflow JSON
{
"id": "cd5b5bd0-f085-4bd0-a343-ad08ee96dba3",
"name": "Automated Appointment Reminders & Data Sync",
"nodes": 27,
"category": "Operations",
"status": "active",
"version": "1.0.0"
}Note: This is a sample preview. The full workflow JSON contains node configurations, credentials placeholders, and execution logic.
Get This Workflow
ID: cd5b5bd0-f085...
About the Author
DevOps_Master_X
Infrastructure Expert
Specializing in CI/CD pipelines, Docker, and Kubernetes automations.
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