Bulk Appointments Scheduled
Bulk Appointments Scheduled runs once when several appointments are scheduled for a client in one go, for example a repeat booking. Use it to send a single summary message instead of one message per appointment.
Conditions
Conditions are optional. Click Add Condition, then pick a Field, an Operator and a value. Choose All (AND) or Any (OR) under Condition Type to decide whether every condition or just one must match.
| Condition | Operators | Values |
|---|---|---|
| Appointment Type | equals, not equals | Location Visit, Home Visit, Virtual/Online Session |
| Appointment Service | equals, not equals, includes any, does not include all | Your services |
| Appointment Status | equals, not equals | Pending, Booked |
| Contact Group | is part of all, is part of any, is not part of all | Your contact groups |
| Client Tags | includes any, does not include all, is part of all, is part of any, is not part of all | Your client tags |
| Contact Tags | includes any, does not include all, is part of all, is part of any, is not part of all | Your contact tags |
| Contact Stage | equals, not equals | Subscriber, Lead, Engaged, Marketing qualified lead (MQL), Sales qualified lead (SQL), Opportunity, Follow-up Required, Customer, Evangelist, Other, Lost, Inactive |
| Client Receives Updates On | is part of all, is part of any, is not part of all | WhatsApp, Telegram, SMS, Email, Not set |
Actions
Click Add Action and choose from Select Action. Actions run in order; use the arrows to reorder them. To delay an action, click Add wait time (or Add wait & Schedule time on template and email actions). Wait times count from the trigger event, not from the previous action.
| Action | What it does | Wait time |
|---|---|---|
| Send a WhatsApp Template Message | Sends an approved WhatsApp template. Works outside the 24-hour session, so use it for reminders, follow-ups and anything sent later. | Minutes to months, or before or after the appointment |
| Send Customer Satisfaction Survey (CSAT) | Sends a customer satisfaction (CSAT) survey. | Minutes to months, or before or after the appointment |
| Add the Contact to Group | Adds the contact to a contact group, which you can check in later conditions. | Minutes to months, or before or after the appointment |
| Remove the Contact from Group | Removes the contact from a contact group, for example so a rule does not run twice. | Minutes to months, or before or after the appointment |
| Add Client Tags | Adds tags to the client record. Needs CRM Suite. | Minutes to months, or before or after the appointment |
| Remove Client Tags | Removes tags from the client record. Needs CRM Suite. | Minutes to months, or before or after the appointment |
| Add Contact Tags | Adds tags to the contact. | Minutes to months, or before or after the appointment |
| Remove Contact Tags | Removes tags from the contact. | Minutes to months, or before or after the appointment |
| Update Contact Stage | Moves the contact to a stage, such as Lead or Customer. | Minutes to months, or before or after the appointment |
| Assign a Form and Request Form to Be Filled | Assigns a form to the client and sends a WhatsApp message asking them to fill it in. Needs CRM Suite. | Minutes to months, or before or after the appointment |
| Notify Staff via WhatsApp | Sends a WhatsApp template message to the team members you choose. | Minutes to months, or before or after the appointment |
| Notify Associated Staff via WhatsApp | Sends a WhatsApp template message to the team member the booking is with. | Minutes to months, or before or after the appointment |
| Notify Client's Primary Staff via WhatsApp | Sends a WhatsApp template message to the client's primary team member. | Minutes to months, or before or after the appointment |
| Send Email | Sends an email to the client, team members or a custom list. Marketing emails need CRM Suite; Transactional emails do not. | Minutes to months, or before or after the appointment |
| Add Text Client Notes | Adds a text note to the client record. Needs CRM Suite. | Minutes to months |
| Add Document Client Notes | Attaches a document to the client record as a note. Needs CRM Suite. | Minutes to months |
| Add or Update Client Custom Attributes | Adds or updates custom fields on the client record. Needs CRM Suite. | Minutes to months |
| Send Telegram Text Message | Sends a Telegram text reply. | Minutes to months, or before or after the appointment |
| Send Telegram Template Message | Sends a Telegram message with buttons. | Minutes to months, or before or after the appointment |
| Send Telegram Media | Sends an image, video or file on Telegram. | Minutes to months, or before or after the appointment |
| Send Telegram Audio | Sends an audio message on Telegram. | Minutes to months, or before or after the appointment |
| Send SMS | Sends an SMS through your SMS provider (Integrations > SMS). In an SMS conversation it goes to that contact, otherwise to the client's phone number. Skipped when no provider is connected, the client has no phone number or the number opted out (STOP). | Minutes to months, or before or after the appointment |
Example
Confirm a course of treatments
- Create a rule with the Bulk Appointments Scheduled trigger.
- Add the condition Appointment Status equals Booked.
- Add the action Send a WhatsApp Template Message with a template listing the booked dates.
Good to know
- To stop the single-appointment rules from also messaging for each appointment in the series, add Appointment Frequency equals Individual to those rules.
- Besides WhatsApp templates and email, client rules can reach the client on Telegram (Send Telegram Text Message, Send Telegram Template Message, Send Telegram Media, Send Telegram Audio) and by SMS (Send SMS). Telegram goes to the chat linked to the client, or the chat whose shared phone number is the client's; SMS goes through your own SMS provider to the client's phone number. When there is no chat, no provider, no phone number or the number replied STOP, the action is skipped and the log says "Skipped:". Use Client Receives Updates On to send each client the update on the channel they chose: one rule per channel, each with its own condition (Not set matches clients who made no choice).