Appointment Booking & Scheduling

A new email, phone message, or web form submission triggers the workflow. The request is captured with client name, preferred date/time, and service type.

The automation parses the incoming request (email, voicemail transcript, or form data) and extracts structured fields: client name, phone, email, preferred date, preferred time, and service type.

The automation queries all therapist calendars and identifies available slots matching the client's preference. It also checks the clinic's master booking sheet for any conflicts or notes.

An automated email is sent to the client with the confirmed appointment date, time, therapist name, and location. The email includes a link to reschedule or cancel if needed.

The appointment is automatically added to the therapist's and the clinic's master Google Sheet, with all relevant details (client name, service, notes).

A message is sent to the assigned therapist with the new appointment details, including client name, time, and any special requests or notes.

The appointment is recorded in the clinic's master booking log (Google Sheet) with timestamp, client contact, therapist, service, and confirmation status for audit and reporting.