When you book an appointment in PushPress Core, you have the ability to set up appointment confirmations and reminders in Grow. Here's how it works:
Appointment Data Fields:
When an appointment is booked within PushPress Core, there are several fields that will populate in Grow with the appointment data. Here's a list of the data and expected scenarios:
The appointment data will be stored in Grow under the Contact record associated with the appointment.
Under each contact, you will find a folder labeled "Core Appointment Data."
In this folder, you will see the following fields:
Appt Type: The name of the appointment package in Core.
Next Appt Time: The next appointment scheduled time in sequence, with the most recent timing event coming first.
Next Appt Date: The next appointment date scheduled time in sequence, with the most recent date of event coming first.
Next Appt Staff: The coach or staff member who is assigned to the appointment.
Examples of time and date: If a staff member schedules an appointment at 12:30pm on January 10th, this information will populate in these fields. If either person (the contact or staff member) schedules another appointment for January 8th at 10am, the fields will update to the new date and time. This is because the appointment date and time is the closest in time sequence.
NOTE: Once the January 8th appointment has completed, the fields will update to the next appointment in sequence, which will be January 10th at 12:30pm
Total Credits: The total amount of credits that the contact has for the specific "Appt Type" listed in the field.
NOTE: This field frequently changes if the contact has multiple appointment packages. The "specific appointment package" credits will be displayed in the "Appt Type" field.
Appointment Tags
When an appointment is booked, canceled, checked-in, rescheduled or listed as a no-show, there are several tags that will be sent to Grow. These tags trigger the specific workflows and messaging for different scenarios. Here is the list of tags that Core sends to Grow when appointment actions occur:
Appt scheduled: Sent every time a new appointment is booked.
No Show: Sent when an appointment is listed as a no show, or one hour after the appt time if there is no "check in."
Appt Canceled: Sent when the appointment is canceled.
Appt Checkin: Sent when the appointment is "checked in."
Appt Rescheduled: Sent when the appointment is rescheduled.
NOTE: None of these tags can be modified. They are also used to trigger workflows in Grow which will send emails/SMS notifications to staff and the contact. Further, these tags are meant to be removed by the workflows after the "Action" occurs, so they can be reapplied in the future to trigger workflows and messaging again.
WORKFLOWS & AUTOMATIC MESSAGING
The following workflows have been created in the Grow system to send messaging (emails and SMS) to the contact and staff regarding appointment details.
Appt Scheduled in Core: This workflow is triggered when the tag "Appt Scheduled" is applied to the contact. The workflow checks if a "Member" tag exists on the contact. If yes, it will deliver messaging about the appt details. If there is a "Lead" tag on the client, it will deliver the same appt detail reminders, however it has a step to move them in an opportunity pipeline stage to "appt Booked" stage.
Core Appt Reminder: This workflow is triggered when the "appt Scheduled" tag is applied and has a wait step to "Wait 2 hours" prior to the scheduled appointment listed in the field "Next Appt date/time" fields.
Core Appt - No Show: this workflow triggers when the "No show" tag is applied on the contact and sends a SMS to the contact "We missed you today" encouraging them to rebook.
Core Appt. Canceled: This workflow is triggered when the tag "Appt Canceled" is applied on the contact and confirms with the staff that the appt has been cancelled and also checks with the contact if they need to rebook.
Core Appt Check-In: This workflow is triggered when the tag "Appt Check-in" is applied after the staff "checks in" the appt. The workflow has a branch for "Member" and "Lead" and can be customized to the facility's needs. However, out of the box, the lead branch thanks the lead for coming, whereas the member branch sends no message to the client.
Appt Re-Scheduled In Core: This workflow is triggered when the "Appt rescheduled" tag is applied and updates the appt details to staff and contact.
NOTE: All of the above workflows' outbound messaging can be customized and changed by each specific facility to fit their branding. The only recommendation is to not change or modify any of the information within the "{{ }}" brackets.