GoHighLevel Automation Tutorial | 5. Setup An Appointment Confirmation+Reminder Workflow
Summary
TLDRThis video demonstrates how to create an appointment confirmation and reminder campaign using Go High Level automations. It walks through setting up workflows, using pre-built templates, and customizing confirmation emails and SMS notifications for appointments. The tutorial covers how to trigger workflows when an appointment is booked, schedule reminders 24 hours and 1 hour before the meeting, and ensure the automation works even if appointments are booked in the past. The video emphasizes the importance of finalizing the workflow by saving and publishing the changes.
Takeaways
- π The video demonstrates how to create an appointment confirmation and reminder campaign using Go High Level automations.
- βοΈ The setup starts by navigating to settings and calendars in Go High Level and selecting the desired calendar for the workflow.
- π The goal is to automate sending appointment confirmations and reminders for bookings in the chosen calendar.
- π Users can either start a workflow from scratch or use a pre-built recipe called 'Appointment Confirmation + Reminder' for faster setup.
- βοΈ The workflow automatically includes an email confirmation with customizable content like the appointment time and meeting link (Zoom or Meet).
- π± Users can also set up SMS confirmations with the same content as the email confirmation.
- β³ Reminders work in reverse by sending emails or SMS before the appointment (e.g., 24 hours or 1 hour before the scheduled time).
- π The 'wait' trigger can be customized to set how far in advance the reminder should be sent, and will skip to the next step if the timing is already in the past.
- π¬ The reminder emails and SMS content can also be easily customized to notify the client as the appointment approaches.
- β After finalizing the workflow, users must publish and save it to automatically send out confirmations and reminders for future appointments.
Q & A
What is the main objective of the video?
-The main objective of the video is to demonstrate how to create an appointment confirmation and reminder campaign using automations within Go High Level workflows.
Where do you need to go to set up calendar-based automations in Go High Level?
-You need to go to 'Settings' and then 'Calendars' to select the calendar you want to automate for appointment confirmations and reminders.
What are the two ways to start a workflow in Go High Level?
-You can either start a workflow from scratch or use a pre-built 'recipe' that Go High Level provides for free, such as the 'Appointment Confirmation plus Reminder' recipe.
How does the workflow get triggered?
-The workflow is triggered when an appointment is booked in the selected calendar, and the appointment status is confirmed.
What kind of content is pre-populated in the Go High Level workflow for confirmations?
-Go High Level pre-populates content such as confirmation emails, where placeholders are used for appointment time and user details, along with links for Zoom or Meet calls.
What should you do after the confirmation email is pre-populated?
-You should give the workflow an appropriate name and review the content to ensure it's correct, adding details like Zoom or Meet links if necessary.
How are reminders different from confirmations in terms of timing?
-While confirmations are sent after the appointment booking (e.g., 5 or 10 minutes later), reminders are scheduled to go backwards from the appointment time, such as 24 hours or 1 hour before.
What is the purpose of the 'wait trigger' in reminders?
-The 'wait trigger' is used to define when the reminder should be sent before the appointment, such as 24 hours or 1 hour before the meeting.
What happens if the timing of the wait step is already in the past?
-If the timing of the wait step is in the past, the workflow skips to the next valid step. For example, if a meeting is booked 5 days in advance, and a reminder set for 7 days is invalid, it will skip to the next valid step, such as a 24-hour reminder.
What are the final steps to complete the workflow?
-The final steps are to publish and save the workflow, ensuring that the confirmation and reminder emails and SMS messages will be automatically sent to those booking appointments in the calendar.
Outlines
π Introduction to Appointment Confirmation & Reminder Campaign
This section introduces the video, where the speaker will demonstrate how to create an appointment confirmation and reminder campaign using Go High Level automations. The goal is to automate workflows triggered by calendar bookings, ensuring that clients receive timely confirmations and reminders.
βοΈ Navigating Calendar Settings and Starting Workflow
The speaker explains how to navigate to the settings and calendar section within Go High Level. Two calendars are shown, and one is selected for the workflow. Whenever a booking occurs in this calendar, the workflow will trigger automatic confirmation and reminders. The speaker introduces the option to start a workflow from scratch or use a pre-built 'appointment booking' recipe, which is then selected for convenience.
βοΈ Setting Up Confirmation Emails
Go High Level has pre-populated the workflow with basic components. The speaker navigates to the confirmation email section, where they review and edit the content. They rename the email for clarity and discuss how the workflow triggers based on an appointment booking, focusing on sending confirmation messages to leads or prospects when their status changes to 'confirmed'.
π² Adding SMS Notifications for Appointments
The speaker elaborates on sending confirmation messages, both via email and SMS. The email content is copied and used in the SMS notification, ensuring consistent messaging. They explain that the content will dynamically include the user's Zoom or Meet link, which is relevant to the person handling the appointment (e.g., a sales representative).
β³ Configuring Reminder Timings
This section dives into the logic of reminders, which work in reverseβbeing sent a specified time before the appointment. The speaker highlights the difference between confirmation emails, which can be triggered right after booking, and reminders, which are sent at intervals like one hour, one day, or one week before the meeting. A new wait trigger is set to send reminders 24 hours before the appointment.
βοΈ Handling Overdue Triggers
The speaker explains what happens if the wait trigger is set too late (i.e., if the trigger timing has already passed). They provide an example where an appointment is booked five days in advance, but a reminder is set for zero hours. The system skips invalid triggers and proceeds to the next appropriate one. They revert to the original 24-hour setting.
π§ Finalizing Reminder Content
The 24-hour reminder content is finalized, notifying clients that their appointment is in one day. The speaker demonstrates copying the email content and using it to create an SMS notification with similar messaging. They also review the reminder for one hour before the meeting, sending a brief 'see you in an hour' message.
β Publishing and Saving the Workflow
In the final steps, the speaker reminds viewers to publish and save the workflow. This ensures that the system will automatically send confirmations and reminders to those who book appointments. The speaker emphasizes that the process will run smoothly once saved, automating the entire appointment notification sequence.
Mindmap
Keywords
π‘Appointment Confirmation
π‘Reminder Campaign
π‘Go High Level
π‘Workflow
π‘Calendar
π‘Recipe
π‘Trigger
π‘SMS Notification
π‘Wait Trigger
π‘Automation
Highlights
Introduction to creating appointment confirmation and reminder campaigns using Go High Level automations.
Navigate to settings and calendars to select the desired calendar for automations.
Select an automation workflow from Go High Level's pre-populated appointment confirmation and reminder recipes.
Workflow setup includes confirmation email and reminder scheduling for appointments.
The workflow is triggered by a confirmed appointment status in the selected calendar.
Confirmation email and SMS content is customizable to include Zoom or Meet links for appointments.
Reminders are set to trigger backwards, counting from the appointment time.
Reminders can be scheduled for specific intervals, such as one day or one hour before the appointment.
The workflow supports adding a wait trigger to send reminders 24 hours before an appointment.
The workflow adjusts if the wait step is in the past, skipping to the next valid reminder step.
The confirmation and reminder emails or SMS are sent automatically based on the workflow setup.
Workflow steps include customizing confirmation and reminder messages to suit specific needs.
Go High Level automation simplifies appointment scheduling with pre-built workflows and customizable triggers.
Automation supports both email and SMS notifications for confirmations and reminders.
Final step: Save and publish the workflow to automate appointment confirmations and reminders.
Transcripts
hi in this video we are gonna see how to
create appointment confirmation and
reminder campaign uh using automations
go high level workflows so let's see uh
let's go to settings and calendars
and uh here we're gonna see two
calendars I'm gonna work with this one
so whenever there's an appointment
booking in this calendar I want them to
receive confirmation and reminders let's
come here to automations let's create a
workflow so here's the deal we can
either start a workflow from scratch to
create our automation or we could use
some help that go high level is
providing for free and use one of these
recipe appointment booking recipe
appointment confirmation plus reminder
exactly what we want let's select this
and let's create a workflow and you'll
see the magic here
as you can see go high level has
pre-populated a few things already here
now if we go to confirmation email
there's you can see a bunch of content
but let's let's give it an appropriate
name
all right okay
good now let's look into the workload
trigger which actually activates this
workflow for a lead or a prospect event
type is normal appointment status is
confirmed you can get rid of this
when there is an appointment booking in
calendar
book an appointment
this workflow will be activated right
now let's look into the content
hello your appointment has been
confirmed for time this is the user so
this is the user that is added to that
particular calendar
so uh it will be you or the guy who's
doing sales calls for your team right
this will be hopefully replaced by your
Zoom or meet link or the guy who's doing
sales calls here's Zoom or meet link
let's copy this and let's add an SMS
let's have the same content in the SMS
now
for the reminders this is uh actually
the other way around if you look into
the confirmations the confirmations can
be triggered by the booking it can send
after five minutes or 10 minutes or like
whenever you want it but the reminders
will be counted backwards so one hour
before the meeting one day before the
meeting one week before the meeting so
this actually runs backwards for that
this is a weight trigger let's let's
actually remove that we we want this
reminder email to go 20 24 hours before
the appointment so let's let's show you
how it's done there you go nothing now
we're gonna add a weight trigger
and we're gonna say 24 hours before
appointment
let's say event appointment time before
24 or you can just say
one day now this is an important thing
if the timing of this weight step is
already in the past how should the
contact proceed let's say I'm I'm
putting like uh you know not 24 hours
I'm putting like uh zero hours and
seven days so if an appointment has been
booked before five days like I'm booking
this today and the meeting the actual
meeting is after five days so this is
not valid anymore right so this will
skip to the next weight step which is
logical so this will skip uh to The Next
Step uh which would be like for one day
before which is valid so that's what
this is all about so let's go back to
the original 24 hours okay one day right
done so this is 24 hours before what are
we gonna send your appointment is in 24
hours this is what high level has
generated for us so let's just
copy this and create an SMS out of it
all right
you get the idea right so this is what
the reminders are this is one hour
before this is being sent one hour
before the appointment
see you in an hour or something like
that
and the same thing goes uh through SMS
if you want it then at last
don't forget to publish and hit save so
this workflow will automatically send
them confirmation and appointment
reminders for those who are booking
appointments in the calendar book an
appointment
[Music]
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