Scheduling client review meetings and capturing their outcomes manually consumes significant coordinator time. Availability checks, confirmation tracking, and note consolidation create delays and incomplete records.
Automation monitors incoming requests, checks attendee calendars, proposes times, and logs meeting outcomes into the CRM. Notes and action items are captured automatically, and client summaries are sent without manual drafting.
The full workflow, from trigger to completion.
A new meeting request arrives via email or form submission. The automation captures the client name, meeting type, and preferred date range.
The automation queries for all required attendees and identifies overlapping free slots within the requested date range.
Sends an automated email to all attendees with the available time slots and a request for confirmation, including a direct calendar link.
The automation tracks email replies and calendar acceptances. If confirmations are not received within 24 hours, a reminder is sent automatically.
Once a time is confirmed by all attendees, automatically creates the event and sends final invites with the meeting agenda and Zoom link.
The financial advisor leads the meeting. Notes are captured in a shared Google Doc with a standard template for consistency.
The automation extracts meeting details from the shared doc and the calendar event, then creates a record with attendees, outcomes, and action items.
Automatically sends a follow-up email to the client with a summary of the meeting, agreed actions, and next steps, pulling data.
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