Client Automations – Put Your Scheduling on Auto Pilot

Greminders client automations are designed to put your client notifications and review scheduling on autopilot. To start using client automations, click on Bulk Sends under the Management menu.

Bulk sends are available to users subscribed to the Greminders business plan; you’ll have to request access to the feature. Bulk sends are intended to automate communications with existing clients or prospects who have given you permission to contact them by email or SMS. Once you’re approved to use the feature, click on New Bulk Send.

There are two types of automations available: a one-time send and ongoing automation. In this example, we’ll set up an ongoing automation. The setup for a one-time send is very similar, except it only runs once.

Next, we’ll choose a purpose. A general notification could be birthday or anniversary wishes or anything based on criteria that we’ll discuss momentarily. The other purpose is a request for an appointment; this is typically used when you would like to invite your clients to schedule quarterly or annual reviews. However, you could send requests based on a wide variety of criteria. In this example, we’ll choose a request for an appointment.

Next, determine how you will send the request: by email or SMS. Create an internal name for the automation. Now indicate the recipients. You can import a list from a CSV file, send to internal users or employees, or link directly to your CRM—in this case, Redtail.

Now we’ll determine our schedule. Since this is an annual review, we’ll have it send every 12 months on the first Monday at 8:00 a.m. You can indicate a specific date to end the automation, a number of occurrences, or let it run continuously.

Now we come to where we select the criteria that will determine who will receive the request to schedule. As you can see, there are many fields that we can base our criteria on. We’ll select Redtail tag groups. Next, we’ll select what tag will trigger the automation. We can include additional criteria; for example, we could include clients that only fall under one specific category.

When you click on Preview Contacts, you’ll see a list of contacts that match the criteria you have chosen. In this example, we’ll direct our contacts to the servicing advisor’s annual review booking calendar. Just in case there isn’t a servicing advisor associated with the contact record, we’ll indicate a fallback—in this example, a routing form that asks for the name of the adviser the client is working with.

Greminders includes a default message that you can edit. Be sure to leave the single-use link variable, as this will be used to track whether or not your contact has scheduled their appointment. You can preview the message prior to sending.

Next, let’s try to ensure that our clients schedule their appointments. Click on the Repeat Until Meeting is Booked checkbox. You can indicate when and how many follow-up requests to send. In this example, we’ll send a follow-up request every Monday for two weeks.

Once activated, your automation will start. You can check the status of your automations by selecting View Sent Log. In this example, a delivery was skipped because the contact opted out of receiving emails, so you’ll need to reach out to this contact manually.

Under Outcome, we can see who has booked their appointment. If a client calls into the office and books over the phone, we can manually stop any remaining follow-ups.

Put your client notifications and scheduling on autopilot with client automations from Greminders.

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