Scheduling recurring therapy sessions manually requires staff to check multiple therapist calendars, identify conflicts, and coordinate confirmations across email and calendar systems. This fragmented workflow causes delays, double bookings, and missed reminders.
Automated scheduling checks therapist availability in real time, books sessions across all systems simultaneously, and sends consistent reminders to clients. The result is faster confirmations, zero double bookings, and higher attendance rates.
The full workflow, from trigger to completion.
A client submits a recurring session request via email or intake form. The automation platform detects the request and extracts client name, preferred day, time, and frequency.
The automation queries for all therapists and identifies available slots matching the client's preferences. It checks 12 weeks ahead and flags any conflicts.
The automation creates a recurring session record with client details, therapist assignment, frequency, and session type. The record is immediately locked to prevent double bookings.
The automation creates recurring calendar events in the assigned therapist's with all session details and client contact information.
The automation sends a personalized confirmation email to the client with session details, therapist name, location, and any pre-session instructions. Email is sent within 5 minutes of booking.
The automation schedules reminder emails to be sent automatically 24 hours and 2 hours before each recurring session. Reminders are sent consistently at the same time each week.
The automation sends a summary notification to the practice's channel confirming the recurring session has been booked and all reminders are scheduled.
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