About This Automation
Appointment booking at physiotherapy clinics involves receiving requests across multiple channels, manually checking therapist availability across separate calendars, and confirming details with clients.
Automation captures booking requests from all channels, instantly checks therapist availability against real-time calendars, and sends immediate confirmations to clients while updating all clinic systems.
Top friction points when done manually
The issues teams report most often with this process
Automation readiness
How well-suited this process is for automation
How The Automation Works
The full workflow, from trigger to completion.
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.
Most popular tool stack used
— the complete tool combinations companies use
Google Calendar
Gmail
Google Sheets
Acuity Scheduling
SlackWhat you get when you map this process
Everything you need to understand, plan, and build your automation.
ROI and business case
What this process costs today and what changes once it's automated.
Launch schedule
What gets built, in what order, and what success looks like once it's live.
Process runbook
How the automation runs day to day, including exceptions and human decision points.
Developer handover pack
Full build spec, logic, and configuration — ready to hand off without a briefing call.
Integration and connections guide
Every tool connection, credential, and data mapping the build needs.
Test and QA plan
Every scenario checked and signed off before the automation goes live.
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Frequently asked questions
Everything you need to know before mapping this process.
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