Appointment Scheduling with Calendly, Zoom Meeting & SMS Reminder

OVERVIEW

The goal of this campaign is to have leads sign up for an appointment without having to actually do any manual work until the call itself. PlusThis will pull the contact and appointment information back from Calendly when the appointment time is chosen and will create the meeting inside your Zoom Meeting account. PlusThis will also send out text messages reminding the contact of the appointment, and will confirm the client can still make it.

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How To Build

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CRM Build

For today’s walkthrough, we will be building this out inside of CRM. Before we switch over to campaign builder, make sure that you have all of these items created already. If you already have them created, feel free to continue watching. If you need to create the items, that’s absolutely okay! Just hit pause on this video, and come back and hit play as soon as you get them all created.  

1

Drag out a Start Goal

The very first thing in my campaign is my Tag Goal that when applied, kicks off this campaign. This is the tag that PlusThis will be applying after chooses what time they’d like to schedule their appointment for. This will trigger the registration, as well as the follow up moving forward.
2

Add a Sequence

From this tag goal we will go into a sequence with an HTTP post for the Zoom Meeting Scheduler tool. 
3

Add another Tag Goal

Following this will be a tag goal - this will be the ‘registered’ tag that PlusThis will apply to the contact when they are successfully registered for the meeting. 
4

Add another sequence

In the following sequence, we will wait until one day before the consult date and then send the contact an SMS Sequence message asking them to reply with ‘yes’ or ‘no’ to confirm their appointment. We will have a tag applied and a follow up for both replies.
5

Drag out Two Tag Goals

Drag out two tag goals and attach them to the most recent sequence, then drag a sequence out following both of these. We will be placing a text message in the ‘yes’ sequence to remind the contact of the appointment, and will be pushing the contact to reschedule in the ‘no’ sequence.

Tool #1 - Calendly Connection

The first tool we will build will be the Calendly Connection. 
Click ‘Campaign Toolkit’ at the top of the PlusThis application, then search for Calendly. 
Click ‘Create’ to start configuring the tool. 

6

Select Event Type

Select the event you’d like to create this tool for. This tool will trigger any time that that event type is scheduled. 
7

Enable New Contact Creation

If you are using this to gain leads as well as schedule appointments, you will want to switch the toggle to Yes for the option to create a new contact if the record doesn’t already exist. 
8

Configure the "What would you like to do when a customer registers for an event?" Section

Configure the date/time field you’d like to store the event start time in. This will be used for our reminders in our campaign. Also, select a tag you’d like to apply to the contact when the event is scheduled. This tag should match the first tag goal in your campaign.  
9

Name and Save Tool

I am choosing not to do anything upon re-schedule or cancel, so I will skip those sections. So, the last thing we need to do is name this tool. This name is for use inside of PlusThis, and so make sure to name it to make it easy to find in your PlusThis application.  And then hit Save.

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click image to enlarge

Tool #2 - Zoom Meeting Scheduler

The second tool we’ll be configuring inside of PlusThis is our Zoom Meeting Scheduler tool. 
Click on Campaign Toolkit at the top of your PlusThis application, and then search for “Zoom Meeting” in the search bar. 
You’ll see the Zoom Meeting Scheduler pop up, click on the Create button. 

10

Enter Topic for Meeting

Once the tool loads up, enter the topic for the meeting
11

Select Field From Which to Pull Start Date/Time of Meeting

Once you’ve got that configured, choose the date time field that the meeting will be scheduled from. We will want to use the same Date/Time field that we configured in the Calendly tool configuration. 
12

Select the Duration of the Meeting

Below this you will configure how long the meeting will last. 
13

Select Which Tag to Apply When Registered

Select which tag in the dropdown that you would like to apply to the contact record when they are registered for the meeting. This tag should match the second tag goal in your campaign. 
14

Optional

I don't need the following information stored for my use case, however if you would like to store information from Zoom so that you can run customized Email follow-up, feel free to do so in these options. You can set up the information that will be pulled back from Zoom. This includes the join URL, the meeting topic and agenda. In addition to all of this, you can tag the contact depending on if they are or are not an attendee. 
15

Name and Save Tool

So, the last thing we need to do is name this tool. This name is for use inside of PlusThis, and so make sure to name it to make it easy to find in your PlusThis application.  And then hit Save.
16

Insert Tool URL Into the Campaign

Open the sequence where the meeting is created, and paste the URL PlusThis gives you inside the HTTP post element. Toggle the element to ready, and move on to the next tool.

Tool #3 - SMS Sequences

The third tool we will set up is going to be the SMS Sequences tool. We will use this tool to confirm that the contact will still be coming to the event.  

17

Change How to Start This Sequence

Because this tool will only be for existing contacts, let’s change the trigger from both Keyword and PlusThis Tool URL to only via an PlusThis Tool URL.  
18

Create First Message

In the first message we will ask the contact if they are still planning to show up to the event. Since the contact gets their appointment date set when the contact enters into the campaign, we can insert the date and time into the text message through the merge field. You will want to make this a yes or no question like: ‘Are you still planning to attend our appointment at ~Insert Your Merge Field Here~.’ 
19

Below the message configure the ‘What should happen next?’ as ‘Let Me Decide’.

Create a new condition for ‘Equal/Contains’. For the first message we are looking for a yes, so I’ll insert several different conditions for yes, such as *yes* *y* *yeah* *ok* *okay* and so forth. Then select the tag you want applied to the contact if they reply with a confirmation. 

We will shoot them down to a ‘yes’ specific message after this, but let’s configure the ‘no’ condition first. 
20

Configure "No" Condition

Add a new condition, this will also be an ‘Equals/Contains’ condition. Same deal as the previous, this time we’re only looking for variations of ‘no’. We’ll apply a declined tag to this contact if they say no, and shoot them down to a cancelation confirmation  message. 
21

Create Confirmed Message

First, we will create the ‘confirmed’ message. Create a message confirming the contact’s appointment if they texted back yes. For this one, mark the ‘What should happen next’ as ‘Don’t send anything (finish)’. In the original message, go to the first condition we set up and configure the sequence message to go to the confirmation message. 
22

Create Declined Condition

Second, we will create the cancel confirmed message. With this one we will confirm the appointment date that has been cancelled, and will inform them where to reschedule. Unfortunately Calendly does not provide us with a reschedule link, so you will want to direct them to the Calendly confirmation to reschedule. In the initial message, configure the ‘no’ condition to send the contact to this message. Be sure to mark this message as ‘don’t send anything finish’ as well.
23

Name and Save Tool

So, the last thing we need to do is name this tool. This name is for use inside of PlusThis, and so make sure to name it to make it easy to find in your PlusThis application.  And then hit Save.
24

Insert Tool URL Into Campaign

Open the sequence where the SMS Sequence Reminder is sent, and paste the URL PlusThis gives you inside the HTTP post element. Toggle the element to ready, and move on to the next tool.

click image to enlarge

click image to enlarge

Tool #4 - Send SMS Message

The last tool we will set up will purely be for reminder purposes via SMS. You are welcome to send emails to contacts to remind them as well, but we find that SMS reminders have a better success rate, as their average open rate is around 90% versus email rates around ~ 20%. 

25

Create Tool

Click on Campaign Toolkit at the top of your PlusThis application, and then search for “Send SMS Message” in the search bar & click on the create button. 
26

Input Your Reminder Message

We will only be configuring one SMS tool to remind the contact 30 minutes prior to the appointment start time - but you are welcome to set up as many of these reminders as is necessary for your funnel. Enter the message you'd like sent 30 minutes prior to the appointment. 
27

Name and Save Tool

So, the last thing we need to do is name this tool. This name is for use inside of PlusThis, and so make sure to name it to make it easy to find in your PlusThis application.  And then hit Save.
28

Insert Tool URL Into Campaign

Open the sequence where the day of reminder is sent, and paste the URL PlusThis gives you inside the HTTP post element. Toggle the element to ready, and move on to the next tool.

Publish

29

Finish Up

Finish up any emails you may want to send, and get all copy ready. Double check your tag goals. 
30

Publish

When all the other elements have been completed, publish the campaign. You're all set!

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