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Reduce Appointment No-Shows with Automated SMS Reminders

Watch Step By Step Video Tutorial Below

1. Accessing Pabbly Connect for Automation

To start automating SMS alerts for appointments, you first need to access Pabbly Connect. Open your browser and type in the URL pabbly.com/connect to reach the homepage.

On the homepage, you will find two options: “Sign In” and “Sign Up Free”. If you are a new user, click on “Sign Up Free” to create an account. Existing users can simply click on “Sign In” to access their account. This step is crucial for utilizing the automation features of Pabbly Connect.

2. Creating a Workflow in Pabbly Connect

Once logged into Pabbly Connect, navigate to the workflow page. This is where you will create your automation. Click on the option to add a new workflow.

Select “Calendarly” as the trigger application.
Choose “Invite Created” as the app event.
Click on the “Connect” button to establish a connection.

After connecting, select your organization and user from Calendarly. Click on “Save and Send Test Request” to initiate the workflow. This allows Pabbly Connect to capture appointment data automatically.

3. Testing the Integration with Calendarly

Next, you need to test the integration by creating a booking in Calendarly. Fill in the required fields with the appointment details, such as the date and time.

Once the booking is scheduled, return to Pabbly Connect to check if the appointment data has been captured. You should see a response containing the user’s details, including name, email, date, and time of the appointment.

4. Formatting Date and Time Using Pabbly Connect

As the appointment data is received in UTC format, you need to convert it to your local time zone. Use the DateTime Formatter application in Pabbly Connect to format the date and time.

Select “Format Date with Time Zone” as the app event.
Map the date field from the previous response.
Choose UTC as the from time zone and your local time zone (Asia/Kolkata) as the to time zone.

Click on “Save and Send Test Request” to see the formatted date and time. This step ensures that your SMS alerts are sent with the correct timing, enhancing user experience.

5. Sending SMS Alerts via Twilio

Finally, integrate Twilio to send SMS alerts to your leads. In Pabbly Connect, select Twilio as the app and choose “Send SMS Message” as the event.

Establish a connection by entering your Twilio Account SID and Auth Token. Then, create the SMS body, mapping the user’s name and appointment details from the previous steps. Enter the sender and recipient numbers.

Click on “Save and Send Test Request” to send the SMS. You should receive a confirmation that the SMS was sent successfully, completing the automation process.

Conclusion

Using Pabbly Connect, you can effectively automate SMS alerts for appointments booked through Calendarly. This integration saves time and enhances communication with clients, ensuring they receive timely reminders for their appointments.