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Setup Virtual/Online Session Notifications

Clients booking an online session need the meeting link, and a reminder with the link shortly before it starts. An automation rule that only runs for Virtual/Online Session appointments sends a template message with the link, the password and the time.

Available withBookingsIncluded in the Complete plan.Plans and modules
Prerequisites

Steps​

  1. Go to Engage > Automations, click Add Rule and then Create rule from scratch.
  2. Choose the trigger Appointment Updates.
  3. Click Add Condition and set Appointment Type equals Virtual/Online Session.
  4. Add a second condition Appointment Status equals Booked.
  5. Add the action send a WhatsApp template message and pick your template, for example one named online_session_link.
  6. Fill the parameters: {{appointment.guestMeetingUrl}} for the client's join link, {{appointment.meetingPassword}} for the password, plus {{appointment.date}} and {{appointment.time}}.
  7. For a reminder, add another action, click Add wait & Schedule time and choose for example 1 hour before appointment.
  8. Click Save, then book a test online session.
Automation rule with conditions Appointment Type equals Virtual/Online Session and Appointment Status equals Booked
warning

Your general confirmation rule also runs for online sessions. To avoid two messages, add Appointment Type not equals Virtual/Online Session to that rule, or put the link in the general template. If you book series, add Appointment Frequency equals Individual too; see Bulk Appointment Notifications.

Meeting variables​

VariableContains
{{appointment.guestMeetingUrl}}The link for the client
{{appointment.meetingPassword}}The meeting password (Zoom)
{{appointment.hostMeetingUrl}}The host link; send it only to your team, for example with Notify Associated Staff via WhatsApp

All other variables are on Setup Appointment Notifications. Use {{appointment.timezone}} so clients abroad know which timezone the time is in.

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