Session scheduling consumes significant coach time as requests arrive through multiple channels and availability checking requires manual calendar review. Delays in confirming bookings cause clients to drop off and create friction in the onboarding experience.
Automation captures all booking requests, displays available slots instantly, and confirms sessions automatically. Coaches spend their time coaching, not managing calendars.
The full workflow, from trigger to completion.
Client submits a booking request via email, contact form, or text. The automation platform detects the request and extracts the client name, preferred date range, and session type.
The automation queries to find open slots matching the client's request and time zone. It returns the next 5 available times.
The automation sends the client an email booking link pre-filtered to show only the available slots. The client clicks a time and confirms in seconds.
The automation checks if the client completed the booking within 24 hours. If yes, proceed to confirmation. If no, send a reminder after 12 hours.
Once the client books, the automation creates a event with the client name, session type, Zoom link, and a 24-hour reminder.
The automation sends a final confirmation email to the client with the session details, cancellation policy, and a link to reschedule if needed.
The automation creates or updates the client contact with the session date, type, and any notes. It also creates a follow-up task for the coach.
The automation sends a message to the coach confirming the booking, showing the client name, session time, and any special requests.
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