FormTrigger Automate

FormTrigger Automate streamlines appointment scheduling by automating user inquiries and approvals. Users submit appointment requests through a multi-step form, ensuring relevant details are captured. The workflow utilizes AI to pre-qualify inquiries, enhancing user experience. Automated email notifications keep users informed, while admin approval processes ensure efficient management of requests. Ultimately, it simplifies scheduling, improves communication, and enhances overall efficiency.

7/8/2025
25 nodes
Complex
manualcomplexformtriggerformlangchaingmailgooglecalendarsticky noteexecuteworkflowexecuteworkflowtriggeradvancedlogicconditional
Categories:
Communication & MessagingComplex WorkflowManual TriggeredBusiness Process Automation
Integrations:
FormTriggerFormLangChainGmailGoogleCalendarSticky NoteExecuteWorkflowExecuteWorkflowTrigger

Target Audience

This workflow is ideal for professionals and businesses looking to streamline their appointment scheduling process. Specifically, it benefits:
- Consultants who need to manage client meetings efficiently.
- Service Providers offering appointments, such as doctors, therapists, or coaches.
- Administrative Staff tasked with coordinating schedules and ensuring smooth communication.
- Freelancers who require a structured way to handle inquiries and appointments.
- Teams that want to integrate AI for pre-qualifying inquiries and improving client interactions.

Problem Solved

This workflow addresses several challenges associated with appointment scheduling:
- Inefficient Communication: Reduces back-and-forth emails by automating the appointment request process.
- Time Management: Helps users select suitable dates and times, ensuring better time allocation.
- Inquiry Qualification: Utilizes AI to determine whether an appointment is necessary, preventing unnecessary meetings.
- Approval Process: Streamlines the approval process for appointments, ensuring that all requests are managed effectively.

Workflow Steps

  • Form Trigger: The workflow begins with a user filling out a form to schedule an appointment, providing their name, email, and enquiry details.
    2. Enquiry Classification: The workflow uses AI to classify the enquiry, determining if it is relevant for an appointment.
    3. Terms & Conditions: Users must accept terms and conditions before proceeding, ensuring they understand the non-binding nature of the discussions.
    4. Date & Time Selection: Users select a preferred date and time from a dropdown menu, which is dynamically generated to avoid weekends.
    5. Get Form Values: The workflow collects all submitted form data for further processing.
    6. Send Acknowledgement: An email receipt is sent to the user, confirming their appointment request and summarizing the details.
    7. Approval Process: An email is sent to the admin for approval, incorporating a double approval feature to confirm or decline the request.
    8. Create Appointment: If approved, the appointment is created in Google Calendar, and the user is notified.
    9. Send Rejection: If declined, a rejection email is sent to the user, informing them of the decision.

    • Customization Guide

    Users can customize this workflow in several ways:
    - Form Fields: Modify the form fields to include additional information or change the existing ones to better suit your needs.
    - AI Integration: Adjust the AI classification criteria to better reflect your specific enquiry types and responses.
    - Email Templates: Personalize the email templates for both confirmations and rejections to match your brand voice.
    - Approval Process: Change the admin email address to ensure the right person receives appointment requests.
    - Calendar Settings: Modify the Google Calendar settings to change the duration of appointments or add additional attendees as needed.