GoHighLevel Automation Tutorial | 5. Setup An Appointment Confirmation+Reminder Workflow

Summary

This 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

• 📅 The video demonstrates how to create an appointment confirmation and reminder campaign using Go High Level automations.
• ⚙️ The setup starts by navigating to settings and calendars in Go High Level and selecting the desired calendar for the workflow.
• 🔄 The goal is to automate sending appointment confirmations and reminders for bookings in the chosen calendar.
• 📋 Users can either start a workflow from scratch or use a pre-built recipe called 'Appointment Confirmation + Reminder' for faster setup.
• ✉️ The workflow automatically includes an email confirmation with customizable content like the appointment time and meeting link (Zoom or Meet).
• 📱 Users can also set up SMS confirmations with the same content as the email confirmation.
• ⏳ Reminders work in reverse by sending emails or SMS before the appointment (e.g., 24 hours or 1 hour before the scheduled time).
• 🔔 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.
• 💬 The reminder emails and SMS content can also be easily customized to notify the client as the appointment approaches.
• ✅ 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

00:00

📅 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.

⚙️ 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.

✉️ 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'.

📲 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).

⏳ Configuring Reminder Timings

This section dives into the logic of reminders, which work in reverse—being 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.

⚖️ 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.

📧 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.

✅ 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.

Keywords

💡Appointment Confirmation

This refers to the automated process of sending a message to a client or prospect, confirming that their scheduled appointment has been successfully booked. In the video, the process of sending confirmation emails or SMS after an appointment booking is discussed in detail, with Go High Level automating this step shortly after a booking is made.

💡Reminder Campaign

A reminder campaign is a series of automated messages sent to clients or prospects to remind them about their upcoming appointments. The video outlines how reminders can be set to be sent at various intervals, such as 24 hours or one hour before the appointment, to ensure the client remembers the booking.

💡Go High Level

Go High Level is the platform being used in the video to automate workflows, including appointment confirmations and reminders. It provides tools like calendars and workflow templates to streamline client communication, making it central to the video's theme of automating administrative tasks.

💡Workflow

A workflow is a predefined series of automated actions triggered by certain events. In the video, workflows are used to manage appointment confirmations and reminders. The video explains how workflows can either be created from scratch or based on pre-existing templates, referred to as 'recipes.'

💡Calendar

In Go High Level, the calendar is where appointments are scheduled, and it serves as the trigger for sending confirmation and reminder messages. The video shows how the speaker selects a specific calendar to work with, explaining that any bookings made in that calendar will initiate the automated workflow.

💡Recipe

In Go High Level, a 'recipe' refers to a pre-built workflow template designed for specific tasks. The video highlights a 'recipe' for appointment confirmation and reminder automation, which allows users to quickly set up their processes without starting from scratch.

💡Trigger

A trigger is an event that initiates a workflow. In this case, the trigger is an appointment booking in the calendar. The video explains how the workflow is activated when an appointment is confirmed, causing the system to send out confirmation and reminder messages automatically.

💡SMS Notification

SMS notifications are automated text messages sent to clients or prospects to confirm or remind them about their appointments. In the video, the speaker demonstrates how the same content used in email confirmations can be copied into SMS notifications, ensuring that the client receives the message across multiple channels.

💡Wait Trigger

A wait trigger is a specific type of trigger in Go High Level workflows that delays an action until a certain condition is met. In the video, wait triggers are used to ensure that reminder emails or SMS messages are sent a specific time before the appointment, such as 24 hours prior.

💡Automation

Automation refers to the process of setting up systems that perform tasks with minimal human intervention. The core theme of the video revolves around the automation of appointment confirmations and reminders using Go High Level's workflow tools. This streamlines communication and reduces manual effort.

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]