How to Automate Appointment Reminders

Step 1: Create a New Campaign

1. Log in to Agent CRM.
2. Navigate to Marketing >> Campaigns.
3. Click + Create Campaign and give it a descriptive name (e.g., “Appointment Reminder Campaign”).

Step 2: Configure Campaign Settings

1. Add yourself as a user to the campaign.
2. Enter your name and email in the campaign configuration settings.
3. This ensures you’ll receive a confirmation email when a client books an appointment.

Step 3: Write Your Confirmation Email

1. Compose Your Email:

   • Draft a professional yet friendly email to confirm the appointment.

2. Use Custom Values:

   • Include these placeholders to populate the appointment details dynamically:
     • {{appointment.only_start_date}}: Displays the date of the appointment.
     • {{appointment.only_start_time}}: Displays the time of the appointment.
     • {{appointment.timezone}}: Ensures the client sees the time in their local time zone.

   Example Email Template:

   Copy code

   Hi {{contact.first_name}},

Thank you for scheduling an appointment! Here are your appointment details:
**Date**: {{appointment.only_start_date}} **Time**: {{appointment.only_start_time}} {{appointment.timezone}}

If you have any questions, feel free to reach out.

Best regards, [Your Name]

Step 4: Add Reminder Emails or Texts

1. Set Timed Reminders:
   • Add steps to your campaign for reminders:
     • 24 Hours Before: A friendly reminder about the appointment.
     • 1 Hour Before: A last-minute reminder to ensure they’re ready.
2. Choose Your Format:
   • Use email, text (SMS), or both for reminders based on client preferences.

Step 5: Test Your Campaign

1. Schedule a test appointment to ensure:
   • The confirmation email populates correctly.
   • Reminders are sent at the designated times.
2. Adjust the content or timing as needed before activating the campaign.

Learn More

Explore these related resources to optimize your use of Agent CRM:

• Keeping Your SMS Compliant
• Client Retention Strategies for Insurance Agents: A Step-by-Step Guide
• Mastering Websites for Insurance Agents

Bonus Resource: Watch and Learn