AI-Powered Appointment Scheduling Automation

This workflow is ideal for:

• Small Business Owners: Looking to streamline appointment scheduling and improve client communication.
• Freelancers: Who need an efficient way to manage client inquiries and appointments.
• Service Providers: Such as consultants or coaches who require a structured process for booking meetings.
• Administrative Staff: Responsible for managing appointments and ensuring effective communication with clients.

This workflow addresses the challenge of managing appointment requests efficiently by:

• Automating the process of collecting client information through forms.
• Providing a structured approach to handle inquiries that may not require an appointment.
• Ensuring that all appointment requests are reviewed and approved before confirmation.
• Sending timely notifications to both clients and administrators, reducing the likelihood of missed appointments.

1. Form Trigger: The workflow begins when a user submits the Schedule an Appointment form, collecting essential details like name, email, and enquiry.
2. Enquiry Classification: The submitted enquiry is analyzed using an AI model to determine its relevance, helping to filter out unnecessary appointments.
3. Terms & Conditions: Users must agree to the terms before proceeding, ensuring they understand the non-binding nature of the discussions.
4. Date & Time Selection: Users are prompted to select a suitable date and time for the appointment, which is dynamically generated to avoid weekends.
5. Value Extraction: Key details from the form are extracted and structured for further processing.
6. Email Acknowledgement: An email receipt is sent to the user, confirming their appointment request and providing a summary of their submission.
7. Approval Process: The request is sent to an administrator for approval, utilizing a Gmail feature that allows for easy confirmation or rejection.
8. Appointment Creation: Upon approval, an appointment is created in Google Calendar, ensuring that all parties involved are notified.
9. Rejection Handling: If declined, the user receives a rejection email, maintaining clear communication.