How To Create an Appointment Confirmation and Appointment Reminders Campaign in Workflows

Overview

Appointment confirmation and reminder campaigns in PXME can be fully automated inside your Workflows. This ensures every booked appointment is confirmed instantly and your leads/clients are nurtured with timely reminders leading up to the appointment.

Step 1: Create the Appointment Confirmation Workflow

• Go to Automation > Workflows.

• Click Create a Workflow.

• Select Start from Scratch and click Create Workflow.

• The Workflow Builder will open.

Step 2: Set the Trigger

• Choose Appointment Status as your workflow trigger.

• Add filters for:

  • Calendar – select the calendar this workflow should trigger for.

  • Appointment Status – recommended: Confirmed.

This ensures the workflow only runs when a confirmed appointment is created on the chosen calendar.

Step 3: Build the Actions

• Add a Send Email or Send SMS action to send the appointment confirmation message.

• Add Wait steps before subsequent actions to control the timing of reminders (e.g., 24 hours before, 2 hours before).

• Create as many reminders as you need, using a mix of SMS and email for maximum visibility.

Step 4: Save and Publish

• Once your actions are in place, click Save.

• Toggle the workflow to Publish so it goes live.

Pro Tips

• Don’t stop on response: For reminder campaigns, toggle off Stop on Response in Workflow Settings. Even if a lead replies “Looking forward to it!” or “See you then!”, you’ll still want them to get the later reminders.

• Do stop on response (optional): If your office prefers to end reminders once someone confirms via reply, toggle on Stop on Response.

• Mix channels: Use both SMS and email so the client has multiple touchpoints before their appointment.

FAQs

Q: How do I create an appointment confirmation and reminder campaign?
A: Create a workflow with the Appointment Status trigger, filter for your calendar and confirmed status, send a confirmation message, then add reminders with wait steps before each action.

Q: What if I want reminders to stop when the lead responds?
A: In Workflow Settings, turn Stop on Response on. This will stop further reminders after any reply.

Q: How do I set timing for reminders?
A: Use Wait steps before each reminder action. For example:

• Wait 24 hours → Send SMS reminder.

• Wait 2 hours → Send email reminder.

Q: Can I create multiple reminders?
A: Yes, you can create as many reminders as needed by stacking actions with wait steps.