What are SMS workflows?

SMS workflows are automated sequences of text messages triggered by specific actions or timeframes. These messages help businesses communicate with customers and team members in a variety of ways, including appointment confirmations, reminders, cancellations, and follow-ups. The power of SMS workflows lies in their ability to save time, reduce human error, and improve communication by keeping everyone informed throughout the scheduling process.

SMS workflows typically involve:

• Automated triggers: Based on specific events like booking, cancellation, or reminders.

• Predefined messages: Messages that can be customized and scheduled in advance.

• Follow-up sequences: Automatic follow-ups to ensure no missed communication.

• Customizable timing: Messages sent at set intervals, such as reminders sent 24 hours before an appointment.

These workflows streamline the process of keeping your clients and team members in the loop, reducing manual input while improving engagement.

How can SMS workflows be used in scheduling apps?

In scheduling apps, SMS workflows streamline appointment management by automating the communication process. With SMS notifications, businesses can ensure that important details are communicated in real time, keeping everyone on track without the need for additional effort.

Here’s how SMS workflows can be applied in scheduling apps:

1. Before the event starts: SMS reminders can be sent to clients to ensure they don’t forget their appointments.

2. When the event is canceled: If an appointment is canceled, an SMS can immediately inform the invitee, along with options to reschedule.

3. When a new event is booked: After a user schedules an event, an SMS confirmation message can be sent to reassure them that their booking was successful.

4. After the event ends: SMS follow-ups can be sent requesting feedback or offering additional services.

5. When an event is rescheduled: If a scheduled event is moved to a different time, SMS workflows can notify all participants of the change.

With these triggers, SMS workflows help automate the communication process, ensuring that your scheduling system is seamless and your clients are always in the loop.

Practical tips and strategies for using SMS workflows in scheduling

To maximize the effectiveness of SMS workflows in scheduling, follow these practical tips and strategies:

1. Use clear, concise messages: SMS has a character limit, so keep your messages short and to the point.

2. Personalize messages: Address clients by their name and tailor the message content to make it more engaging.

3. Set reminders at optimal times: For the best results, send reminders at least 24 hours before the event and a final reminder 1 hour before.

4. Test your workflows: Before launching, test your workflows to ensure messages are sent at the right times and are triggered correctly.

5. Monitor and optimize: After the workflows are live, check the results and adjust them as needed to ensure optimal engagement.

How to set up SMS workflows in Cal.com

Setting up SMS workflows in Cal.com is quick and easy. Follow these steps to automate your scheduling communication:

1. Log in to Cal.com
Create an account or log in to your Cal.com account.

2. Navigate to Workflows
In the left panel of your dashboard, click on Workflows.

3. Create a new workflow
Click on the + New button to create a new workflow. Then, select Start from Scratch to build your workflow from the ground up.

4. Set up the trigger

• Click on When this trigger happens and select the trigger event (e.g., "Before the event starts", "When the event is canceled", etc.).

• Choose the timing for when the trigger will occur (e.g., immediately, 24 hours before, etc.).

• Select the event type(s) this workflow should apply to, such as a specific booking or event type.

5. Set up the SMS workflow action

• Click on Send SMS to attendee.

• Customize the Sender ID, which will be the name or number shown as the sender of the SMS. (Note: Some countries do not allow alphanumeric sender IDs.)

• It’s recommended to toggle on Make phone number required for booking event to ensure that a phone number is collected during booking.

6. Change the SMS message

Edit the SMS message to be sent to the attendee. Customize the content as needed, such as confirmation, reminders, or rescheduling notifications.

7. Save and Done
Once you’ve set up the trigger and SMS message, click Save to activate your workflow. You’re all set!

With Cal.com’s easy-to-use SMS workflow feature, you can ensure your attendees are kept informed at every step of the scheduling process.

Closing takeaways

SMS workflows are a powerful tool for automating communication in scheduling apps. By sending automated reminders, confirmations, and follow-ups, they help businesses improve engagement, reduce no-shows, and enhance the overall scheduling experience. Whether you’re managing appointments for a small team or an enterprise, SMS workflows make scheduling more efficient and user-friendly.

Ready to get started? Explore how Cal.com’s SMS and WhatsApp workflows can streamline your scheduling process and improve communication with your clients and team.