This Smart Flow ensures timely activity reminders via email and text. With customizable timing, it sends reminders 1 hour before meetings to keep clients informed and engaged. By proactively notifying clients, it enhances preparation, increases attendance, and fosters better communication for seamless business operations.
Topics Covered
Business Type
This flow is ideal for businesses like consulting firms, sales teams, healthcare providers, and event planners. By sending automated reminders via email and text, it ensures clients are prepared and reduces no-shows. This proactive communication boosts client attendance and satisfaction.
Template Type
Ideal for teams looking to automate follow-ups and ensure timely completion of tasks. This template helps streamline activity reminders by triggering automated notifications based on due dates, status changes, or priority levels.
Use Case
A consulting firm uses this flow to send automated reminders to clients about upcoming meetings. One hour before the meeting, the client receives a text and email reminder with meeting details. This ensures the client is prepared and reduces the chances of a no-show, improving overall efficiency and client satisfaction.
Key Features of the Flow
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Record Creation: Automatically triggers the flow when a new activity record is created, ensuring the process starts at the right moment.
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Timely Reminders: Sends both email and text reminders to the contact 1 hour before the scheduled activity to ensure they are prepared.
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Automated Workflow: The process runs automatically, reducing manual effort and ensuring reminders are sent at the correct time.
Flow Process Breakdown
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Description:
The flow is triggered automatically when a new activity record is created, marking the start of the reminder process. This ensures that the flow begins only when an activity is scheduled. -
Practical Use Case:
For instance, when a meeting or appointment is scheduled, this flow will initiate the reminder process.
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Description:
The flow waits for 1 hour before the activity start date, ensuring that the reminders are sent at the appropriate time, closer to the activity. -
Practical Use Case:
If a meeting is scheduled for 3 PM, the flow will wait until 2 PM before sending the reminders.
Action 2: Send Email Reminder
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Description:
Once the 1-hour wait period ends, the flow sends an email reminder to the contact, providing meeting details, instructions, or other relevant information. -
Practical Use Case:
The client receives an email an hour before the meeting, reminding them of the time, location, and agenda.
Action 3: Send Text Reminder
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Description:
The flow sends a text reminder to the contact’s phone number, ensuring they receive the notification via a more immediate communication channel. - Practical Use Case: The client receives a text reminder an hour before the meeting, ensuring the information is received on their phone for added convenience.
Break Up of Items Used in The Flow
Trigger
- The flow is initiated when a meeting is booked with the type specifically set as "Demo."
Wait
- Once the meeting is scheduled, the flow introduces a wait period, pausing until one hour before the meeting’s start time. This ensures that the following actions are executed at the right moment.
Actions
- Send Flow Email – A reminder email is automatically sent to the customer, ensuring they are informed about their upcoming demo meeting.
- Send Text – After the email is sent, a follow-up text message is delivered to reinforce the reminder. This step is executed only if the predefined conditions are met.
Flow Diagram
Benefits
By sending timely email and text reminders an hour before an activity, it ensures clients are well-prepared, reducing the chances of missed appointments. This automated approach enhances client engagement, boosts attendance rates, and provides a more professional experience. Additionally, the flow saves time by eliminating manual reminders and can be easily customized to fit various activities, ensuring consistency and efficiency in client communication.
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