FormTrigger Automate

FormTrigger Automate streamlines appointment scheduling by automating the inquiry qualification process using AI, ensuring only relevant requests proceed. Users fill out a multi-step form, receive instant acknowledgment, and trigger an approval workflow for admin review. Approved requests create calendar events, while declined ones notify users promptly, enhancing efficiency and user experience.

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:
- Small Business Owners: Looking to streamline appointment scheduling and improve client communication.
- Freelancers: Who need an efficient way to manage client inquiries and appointments.
- Service Providers: Such as consultants or coaches who require a structured process for booking meetings.
- Administrative Staff: Responsible for managing appointments and ensuring effective communication with clients.

Problem Solved

This workflow addresses the challenge of managing appointment requests efficiently by:
- Automating the process of collecting client information through forms.
- Providing a structured approach to handle inquiries that may not require an appointment.
- Ensuring that all appointment requests are reviewed and approved before confirmation.
- Sending timely notifications to both clients and administrators, reducing the likelihood of missed appointments.

Workflow Steps

  • Form Trigger: The workflow begins when a user submits the Schedule an Appointment form, collecting essential details like name, email, and enquiry.
    2. Enquiry Classification: The submitted enquiry is analyzed using an AI model to determine its relevance, helping to filter out unnecessary appointments.
    3. Terms & Conditions: Users must agree to the terms before proceeding, ensuring they understand the non-binding nature of the discussions.
    4. Date & Time Selection: Users are prompted to select a suitable date and time for the appointment, which is dynamically generated to avoid weekends.
    5. Value Extraction: Key details from the form are extracted and structured for further processing.
    6. Email Acknowledgement: An email receipt is sent to the user, confirming their appointment request and providing a summary of their submission.
    7. Approval Process: The request is sent to an administrator for approval, utilizing a Gmail feature that allows for easy confirmation or rejection.
    8. Appointment Creation: Upon approval, an appointment is created in Google Calendar, ensuring that all parties involved are notified.
    9. Rejection Handling: If declined, the user receives a rejection email, maintaining clear communication.

    • Customization Guide

    Users can customize this workflow by:
    - Editing Form Fields: Modify the questions asked in the Schedule an Appointment form to suit specific needs.
    - Adjusting Approval Criteria: Change the conditions under which appointment requests are approved or declined.
    - Changing Email Templates: Personalize the email content sent to users and administrators to reflect branding or tone.
    - Updating Calendar Settings: Adjust the Google Calendar settings to match the user's preferred calendar or event details.
    - Integrating Additional Services: Add more nodes to integrate with other services or tools that the business uses for enhanced functionality.