Bonus: Set Up Reminders

In this comprehensive guide, we explore how to efficiently automate appointment reminders with minimal effort, leveraging a simple yet powerful flow.

This setup uses just four notes and three date-based triggers to send timely reminders for scheduled appointments.

The process is designed to be flexible, customizable, and compatible with various communication channels like WhatsApp, Facebook, Instagram, SMS, and email.

By the end of this summary, you'll understand how to create a streamlined reminder system that dynamically adjusts messages based on the appointment timing, ensuring your clients or users stay informed and prepared.

Detailed Breakdown of the Appointment Reminder Flow

1. Core Components of the Flow

Component	Description
Notes	Four notes: three date triggers and one AI message generator.
Custom Field	`ke_scheduled_appointment` — stores the appointment date.
Time Triggers	Three triggers set at specific intervals: 3 days, 1 day, and 1 hour before the appointment.
Condition Check	Verifies if the booking status is not canceled before sending reminders.
AI Task	Generates personalized reminder messages based on timing and appointment info.

2. Setting Up Date-Based Triggers

Purpose: To activate reminders at strategic intervals before the appointment.
Triggers:
- 3 Days Before: Sends a reminder 3 days prior.
- 1 Day Before: Sends a reminder 1 day prior.
- 1 Hour Before: Sends a reminder 1 hour prior.

Implementation Details:

All triggers are linked to the custom field ke_scheduled_appointment.
When the trigger activates, it initiates the AI task to craft the message.

3. Conditional Logic for Sending Reminders

Check Booking Status:
- If kel_appointment_booking_status is not canceled, proceed.
- If canceled, do nothing.
Why? To prevent sending reminders for canceled appointments, avoiding confusion or spam.

4. Designing the Reminder Messages

Input Fields:
- Appointment Time: Extracted from the custom field.
- Current Time: System-generated.
- Appointment Info: Static or dynamic details about the appointment.
AI Task Functionality:
- Compares appointment time and current time.
- Determines which reminder message to send based on the timing window.
- Generates a personalized message accordingly.

Sample Messages:

Timing	Sample Reminder Message
3 Days Before	Heads up, your coaching session with Coach John is coming up in 3 days. Prepare questions or topics for an insightful meeting.
1 Day Before	Your coaching session with Coach John is tomorrow at 2 p.m. Get ready for some great insights and personal development.
1 Hour Before	Your coaching session with Coach John is starting in one hour. Be prepared with notes or questions for an productive meeting.

5. Customizing Messages for Different Channels

WhatsApp: Use message templates suited for quick, personal communication.
Facebook: Incorporate the confirmed event update tag for updates.
Instagram & SMS: Adjust message length and format accordingly.
Important: Use tags sparingly and only when appropriate to avoid spamming.

6. Backend AI Prompt Configuration

Prompt Name: kell_reminder_message_generator
Purpose: To determine the time remaining and craft the appropriate message.
Logic:
- Calculate the difference between now and the appointment.
- Select one of the three intervals: 3 days, 1 day, or 1 hour.
- Generate a message fitting the remaining time and appointment details.

Prompt Example:

Determine the time between now and the scheduled appointment. Choose only one of the following: 3 days, 1 day, or 1 hour. If the exact match isn't possible, select the closest. Based on this, craft a reminder message with appointment info.

7. Mapping Output Fields

Field	Purpose
`time_remaining`	Stores the remaining time (e.g., "3 days", "1 day", "1 hour").
`reminder_message`	Contains the generated message to be sent.

8. Model Selection & Tokens

Models: Use models like cloath or precise for clear, concise messages. Switch to creative for more engaging content.
Max Tokens: Default of 500 is sufficient for most reminder messages, adjustable based on message complexity.

Final Thoughts and Best Practices

Creating an efficient appointment reminder system with minimal setup is achievable by leveraging simple notes and date triggers combined with AI-generated messages. This approach offers several advantages:

Scalability: Easily manage multiple appointments with minimal manual intervention.
Customization: Tailor messages based on timing and appointment details.
Channel Flexibility: Adapt messages for various communication platforms.
Automation: Reduce manual follow-ups, ensuring timely reminders.

Key Takeaways:

Use three strategic triggers to cover the critical reminder windows.
Implement conditional checks to avoid unnecessary notifications.
Leverage AI prompts to generate personalized, context-aware messages.
Keep messages concise but informative, adjusting for each platform.
Regularly review and update prompts and triggers to optimize performance.

By following this structured setup, you can deliver professional, timely reminders that enhance user engagement and reduce no-shows.

This method exemplifies how automation and AI can work together seamlessly to streamline appointment management, saving time and improving communication quality.

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