How To Configure Trigger For Appointments
The option of an online appointment scheduler on the website is both a strategic advantage as well an economic one. Online appointment scheduling provides the customer visiting your website an opportunity to self-schedule an appointment at their own convenience 24/7, this also means a lesser administrative task of taking manual appointments on a busy day at the office.
Having an online appointment booking option also ensures a stronger call-to-action for the potential client on your website, a "Book Now" button on the website with a booking URL ensures the client is not lost in the crucial window period when they are already halfway convinced about the services you offer.
Growth99+ makes sure that its partners are not lacking in the firepower here. With Growth99+, the user can create a common clinic URL to use on the website for booking appointments, there is also an option for a personal appointment URL for each of the providers that they can use under their bio on the about page or on their email signatures. (Click here to learn about appointments, also check appointments with the Calendar, and the chatbot)
Triggers
The Growth99+ triggers provide flexibility in configuring emails and SMSs for different purposes, to list a few below,
- Send an appointment confirmation email+SMS to both the provider and the patient.
- Send appointment reminder email+ SMS to both the provider and the patient.
- Send appointment cancellation email+SMS.
- Send a feedback email to the patient.
- Send a post-treatment follow-up reminder to the provider.
To cater to the above, your business account is already pre-configured with these triggers, check the image below. Each trigger is named according to the purpose they serve.
For a deeper understanding, let us create one trigger to send an email + SMS to the provider to remind them about a post-treatment follow-up call with the patient.
STEP 1
Login to your Growth99+ account, and check for an email and SMS template under the "Templates" menu. If you do not find the required template, create one. For our example, we have created a new email and SMS template (Click here to learn how to create an email, and SMS template)
Observe the module carefully, unlike the templates for "leads", the appointment emails will be set as "appointment" in the module. This will allow us to find this email in the drop-down while setting up the trigger for "appointments"
This is the content with the merge fields.
STEP 2
With the email and SMS template in place, we now go to the triggers page by clicking on the triggers menu. Next, click on the blue button on the right top corner that says "Create Trigger".
STEP 3
We name it according to the purpose "Follow-up reminder Trigger|| Email + SMS", and after clicking the "next" option, we select the module as "appointment". This implies that this trigger will activate and will only display emails meant for "appointments".
STEP 4
The next step is to select the "status" of the appointments. Status for any appointment will either be pending, canceled, or completed. when setting up a trigger for appointment reminders, we select the appointment status as "pending". But here we are intending to send the email + SMS to the provider to remind them to make a follow-up call for an appointment that is "completed". Hence, we select the status "completed".
The "modified" status sends emails to the recipients when the appointment booked is modified, the same applies to appointments with the status "canceled".
STEP 5
The next step is easy, we are selecting the templates and the target here. Since we need to remind the provider to take a follow-up, we select the "clinic" as the target and choose the email template we have created for the purpose.
STEP 6
This step gets a little trickier, as we need to select the correct "schedule base". Before we discuss the schedule, we set the targetted time for firing our email, here we select "after 7 days", because we wish to send the reminder 1 week after the treatment.
Coming to the schedule, we have 3 options, "appointment created date", "after appointment date", and "before appointment date". each has its use mentioned below,
- The appointment-created date is selected when we wish to send the email/SMS immediately once an appointment is booked.
- After the appointment date is used to send follow-up emails/SMS, or feedback emails/SMS.
- before the appointment date is used to send the reminder emails/SMS
Here for our case, we select the "after appointment date" as the schedule, since the follow-up email is meant to trigger after the day of the appointment.
The same steps apply to set up an SMS, to do so, click on "+add another condition" and follow the above steps by selecting the SMS. Or click on Submit if you wish to stop by sending only an email.
If you choose to add another condition, select the SMS from the drop-down and follow the above steps. Your trigger will be ready and "active".
Email us at product@growth99.com for more information.
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