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How to Set Up & Automate Appointment Confirmation & Reminders in LEADSORBIT?

Automating appointment confirmations and reminders in LEADSORBIT ensures clients are informed of upcoming appointments and reduces no-shows. Using workflow automation, you can send confirmations immediately after booking and schedule reminders via email, SMS, or both.

Configure Confirmation & Reminder Workflow

  1. Navigate to Automation → Workflows from the left-side menu.
  2. Click Create Workflow or open an existing workflow for appointment communications.
  3. Click + Add New Trigger and select Customer Booked Appointment.
  4. Name the trigger clearly (e.g., Appointment Confirmation & Reminder).
  5. Under Who should be enrolled, choose either:
    • Contact only
    • Contact and Guests
    • Guests only
  6. Optionally, apply Filters for specific calendars, tags, or services.
  7. Click Save to create the trigger.

Add Confirmation & Reminder Actions

  1. Click + Add Action after the trigger in the workflow canvas.
  2. Add a Send Email or Send SMS action for the appointment confirmation:
    • Configure the message to include appointment details (date, time, calendar).
    • Set immediate delivery for confirmation.
  3. Add additional Send Email/Send SMS actions for reminders:
    • Set delays relative to the appointment (e.g., 48 hours and 24 hours before).
    • Include dynamic fields for personalization.
  4. Save each action and return to the workflow canvas.
Adding confirmation and reminder actions inside LEADSORBIT

Adding confirmation and reminder actions inside LEADSORBIT

Test and Activate Workflow

  1. Review the workflow to ensure trigger and actions are connected.
  2. Click Publish to activate the workflow.
  3. Test by booking a sample appointment to verify confirmations and reminders are sent correctly.
  4. Monitor contacts and logs for delivery and troubleshoot if needed.

Best Practices

  • Include appointment details in both confirmation and reminder messages.
  • Use multiple reminder intervals to reduce no-shows.
  • Personalize messages with dynamic fields (client name, appointment time).
  • Test workflow after changes to ensure proper delivery.
  • Use tags or filters to target specific calendars or appointment types.

Common Issues

  • No confirmation/reminder sent: Ensure the workflow is published and trigger is active.
  • Wrong reminder timing: Verify delays in each action are correctly configured.
  • Guests not receiving reminders: Ensure "Contact and Guests" enrollment is selected.
  • Multiple reminders not firing: Confirm each action has its own delay.
  • Delivery issues: Check that SMS/email channels are active and authorized.

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