Booking Confirmation Follow

This flow is designed to simplify the entire booking process, ensuring a seamless,and personalized experience for customers from the moment they confirm a booking until after their appointment. The journey is structured into key stages to maximize customer satisfaction and business efficiency.

Topics Covered:

• Business Type
• Template Type
• Use case
• Key Features of the Flow
• Steps to create the flow
• Breakup of the items used in the flow
• Benefits

Business Type:

This flow is ideal for Startups, Hospitality, SaaS, and Marketing businesses looking to optimize their entire booking process and maximize client satisfaction.

Template Type:

Perfect for Marketing and Sales teams to manage and elevate the customer booking journey effectively.

Use case:

This flow automates:

• Booking Confirmations: Sends instant confirmation emails.
• Pre-Appointment Reminders: Shares tailored reminders to prepare customers.
• Post-Appointment Follow-Ups: Sends thank-you emails with next steps or upsell options.

The flow streamlines the process, enhances communication, and improves customer satisfaction.

Key Features of the Flow:

• Comprehensive Booking Management: Automated emails and SMS notifications for key booking stages.
• Seamless tracking from booking confirmation to post-appointment.
• Timely Notifications: Reminders sent via both email and text message.
• Ensures customers stay informed and prepared.
• Personalized Engagement: Customized messages based on appointment details.
• Helps build rapport and trust with customers.

Steps to create the flow:

Click here to learn about how to create a new Smart Flow or access the Flow Templates.

• Booking Confirmation Trigger - Deal Status Match
  • Description: The flow is triggered when a booking is confirmed i.e. a deal is marked as Won
  • Practical use case: For example, when a customer confirms a booking the associated deal is marked as Won this acts as the entry point for tracking the customer’s booking journey.
• Add to List- Add to List
  • Description: Add leads to a dedicated list once they have successfully completed at least one booking with the agency. This list helps track converted leads and enables targeted communication for retention and upselling opportunities.
  • Practical use case: By adding contacts to the "Confirmed Bookings" list, you can ensure they receive relevant, timely communications, such as booking reminders, check-in details, or exclusive offers, leading to a more personalized customer experience.

• Send Booking Confirmation Email - Send Flow Email

  • Description: An email is sent to the customer confirming their booking details, such as date, time, and location.

  • Practical use case: After a booking is confirmed, the customer receives an immediate email with all the relevant details. This reduces no-shows and helps customers plan better by providing key information upfront.
• Wait Period (Closer to Appointment Date) - Wait
  • Description: The flow pauses until the appointment date is closer to avoid overwhelming the customer with early notifications.
  • Practical Use Case: For instance, if the appointment is a week away, this wait ensures the next reminder is sent at a more appropriate time, such as three days before, keeping communications timely and relevant.

• Appointment Reminder (2 Days Before) - Send Flow Email and Send Text

  • Description: An email and a text message are sent three days before the appointment, reminding the customer of their upcoming booking.

  • Practical use case: This step ensures that customers are well-prepared for their appointment. For example, a dentist's office could use this reminder to prompt patients to confirm or reschedule if necessary.

• Pre-Appointment Check-In (1 Day Before)- Send Flow Email and Send Text

  • Description: An additional email and text message are sent one day before the appointment to confirm the customer’s attendance.
  • Practical use case: For example, a salon might use this step to confirm a customer’s attendance and provide any last-minute instructions, such as arriving early or bringing necessary items.

• Same-Day Check-in Reminder (1 Hour Before)- Send Flow Email and Send Text

  • Description: A final text message is sent as a last-minute reminder shortly before the appointment.
  • Practical use case: This step is particularly useful for ensuring customers remember their appointments, especially for time-sensitive services like fitness classes or consultations

Breakup of the items used in the flow:

Trigger:

• Record Updated- The flow is triggered when a booking is confirmed i.e. a deal is marked as Won

Actions:

• Add to List - Add leads to a dedicated list once they have successfully completed at least one booking with the agency. This list helps track converted leads and enables targeted communication for retention and upselling opportunities.
• Send Flow Email - Sends email notifications for various stages, including Booking Confirmation, Reminder Email before 2 days of departure, and Check-in confirmation etc.
• Send Text - Sends SMS notifications for reminders and updates at key stages such as Sending Confirmation Text, Reminder Text before 2 days of departure, Check-in confirmation etc.
• Find Records: Searches for relevant booking-related data to personalize the messages sent during the flow.

Condition:

• Wait - The wait time is set for 2 days before the start date (departure date) and Same-day reminders are sent four hours before the start date (departure date). Depending upon your industry or use case, you can define the wait time as per your convenience.

Benefits:

The Booking Confirmation Flow provides:

• Increased Customer Satisfaction: Timely reminders reduce missed appointments.
• Improved Operational Efficiency: Automates repetitive communication tasks.
• Enhanced Personalization: Ensures consistent engagement throughout the booking lifecycle.

This structured automation ensures a seamless, engaging, and professional experience for all customers from booking to follow-up.