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Use This Workflow to Reduce Missed Appointments 🔥

Watch Step By Step Video Tutorial Below

1. Setting Up Pabbly Connect for Appointment Reminders

Pabbly Connect is the essential tool for reducing missed appointments by automating SMS reminders. To start, access your Pabbly Connect dashboard. Ensure you have an account created and logged in to proceed.

Once in your dashboard, locate the ‘Create Workflow’ button on the right side. Click it and select ‘Create Using Quick Builder’. This feature allows you to generate a workflow structure with minimal input. To begin, click on ‘Yes, Start Fresh’ and input your prompt to create a workflow that sends SMS reminders via Twilio for appointments booked through Calendly.

2. Integrating Calendly with Pabbly Connect

To integrate Calendly into your workflow using Pabbly Connect, select Calendly as your trigger application. You will need to choose the trigger event as ‘Invite Created’ to initiate the workflow whenever a new appointment is booked.

Click on the ‘Connect’ button next to Calendly.
Choose ‘Add New Connection’ and log in to your Calendly account.
Select your organization and user, then click ‘Save and Send Test Request’.

After successfully connecting Calendly, you will receive a test response confirming that the trigger is functioning correctly. This response contains all necessary details about the booked appointment, which will be used in subsequent steps.

3. Sending SMS Reminders via Twilio

Next, you will configure Twilio in Pabbly Connect to send SMS reminders to your customers. Select Twilio as your action application and click ‘Connect’. Choose ‘Add New Connection’ and enter your Account SID and Authorization Token from your Twilio account.

After establishing the connection, you need to set up the SMS body. Use dynamic mapping to personalize the SMS by including customer details such as their name and appointment time. This is done by clicking the slash button and selecting the relevant fields from the Calendly trigger response.

4. Configuring the Delay for SMS Reminders

To ensure that SMS reminders are sent at the right time, you will configure a delay in Pabbly Connect. Utilize the ‘Delay by Pabbly’ feature to set the SMS to be sent 24 hours before the scheduled appointment. This is crucial for effective reminders.

Set the delay by selecting ‘Delay Until’ and mapping the appointment start time. Adjust the time format as needed to ensure compatibility. After saving this step, you can verify that the delay is functioning correctly by testing the workflow.

5. Finalizing Your Automation Workflow

After setting up the delay, finalize your workflow by testing the entire process from start to finish. Make sure that when an appointment is booked in Calendly, a reminder SMS is sent via Twilio exactly 24 hours before the meeting.

To complete the setup, click ‘Save and Send Test Request’ to ensure everything is working smoothly. You should receive a confirmation SMS as per the scheduled time, indicating that your automation is ready to reduce missed appointments effectively.

Conclusion

By utilizing Pabbly Connect to automate SMS reminders through Calendly and Twilio, you can significantly reduce missed appointments. This integration streamlines your appointment management and ensures your customers receive timely reminders.