Custom Meeting Confirmation Follow

This flow ensures seamless meeting scheduling and improves the attendee experience by automating confirmations and reminders while saving your team valuable time.

Topics covered:

• Business Type
• Template Type
• Use Case
• Key Features of the Flow
• Steps Used in Creating the Flow
• Breakup of Items Used in the Flow
• Benefits

Business Type:

Ideal for businesses of all types looking to streamline meeting processes and enhance communication with participants for example SaaS.

Template Type:

Perfect for teams managing internal or external meetings, providing automated confirmations and timely reminders.

Use Case:

This template simplifies the process of meeting confirmations and ensures participants are informed and prepared, enhancing communication and attendance rates.

Key Features of the Flow:

• Automated Meeting Confirmation:

  • Sends a confirmation email once a meeting is scheduled.

  • Automatically provides meeting details and access instructions.

• Timely Reminders:

  • Sends multiple reminders leading up to the meeting.

  • Ensures participants are informed and prepared for the meeting.

• Customizable Notifications:

  • Customizable confirmation emails for branding and personalization.

  • Reminders tailored to suit business needs and meeting types.

Steps Used in Creating the Flow:

You can click here to learn how to create a new Smart Flow or access the Flow Templates.

• Trigger: Record Created

  • Description: The flow starts when a Meeting (Activity) is scheduled from the Meeting Scheduler containing a specific Title and Type
  • Practical Usecase: Whenever a meeting (Activity) is scheduled by the contact using your meeting scheduler and configured conditions are met then this flow will be triggered.

• Send Email Confirmation and Reminder: Send Flow Email 
  • Description: The flow will now perform various Send Email action to send out Meeting Confirmation email and Reminder Emails before the due date

• Configure Wait to add delay between the Reminders: Wait
  • Description: The flow will add a delay between the Send Flow Email actions to send reminders at 3 days, 2 days,s and 2 Hours.
  • Practical Usecase: This action is useful when you wish to add an interval between 2 actions being performed. For instance, you are sending a confirmation email and after 2 days you want to send a reminder email then this action is useful

Breakup of Items Used in the Flow:

Trigger:

• Meeting Created: Initiates the flow when a new meeting is created in the system.

Actions:

• Send Confirmation Email: Automatically sends a meeting confirmation email with event details.

• Reminder Sequence (Wait & Send Emails):

  • Wait: Pauses the flow until specific time conditions are met before the meeting.

  • Send Flow Email: Sends timely reminders:

    • 3 Days and 1 Day Before the Meeting

    • 1 Hour Before the Meeting

End:

The flow concludes after all reminders and confirmations are sent, ensuring participants are informed and prepared for the meeting.

Benefits:

• Improved Attendance: Consistent reminders ensure participants remember and attend.

• Enhanced Communication: Automated yet personalized messages reduce manual follow-ups.

• Operational Efficiency: Reduces manual tasks for meeting confirmations and reminders.