Automated Appointment Scheduling Workflow

This workflow is ideal for professionals and businesses looking to streamline their appointment scheduling process. Specifically, it benefits:

• Consultants who need to manage client meetings efficiently.
• Service Providers offering appointments, such as doctors, therapists, or coaches.
• Administrative Staff tasked with coordinating schedules and ensuring smooth communication.
• Freelancers who require a structured way to handle inquiries and appointments.
• Teams that want to integrate AI for pre-qualifying inquiries and improving client interactions.

This workflow addresses several challenges associated with appointment scheduling:

• Inefficient Communication: Reduces back-and-forth emails by automating the appointment request process.
• Time Management: Helps users select suitable dates and times, ensuring better time allocation.
• Inquiry Qualification: Utilizes AI to determine whether an appointment is necessary, preventing unnecessary meetings.
• Approval Process: Streamlines the approval process for appointments, ensuring that all requests are managed effectively.

1. Form Trigger: The workflow begins with a user filling out a form to schedule an appointment, providing their name, email, and enquiry details.
2. Enquiry Classification: The workflow uses AI to classify the enquiry, determining if it is relevant for an appointment.
3. Terms & Conditions: Users must accept terms and conditions before proceeding, ensuring they understand the non-binding nature of the discussions.
4. Date & Time Selection: Users select a preferred date and time from a dropdown menu, which is dynamically generated to avoid weekends.
5. Get Form Values: The workflow collects all submitted form data for further processing.
6. Send Acknowledgement: An email receipt is sent to the user, confirming their appointment request and summarizing the details.
7. Approval Process: An email is sent to the admin for approval, incorporating a double approval feature to confirm or decline the request.
8. Create Appointment: If approved, the appointment is created in Google Calendar, and the user is notified.
9. Send Rejection: If declined, a rejection email is sent to the user, informing them of the decision.