Introduction

In this comprehensive guide, we explore how to effectively set up meeting reminders using a chatbot automation system. The process involves leveraging various communication channels such as Messenger, SMS, and Email to ensure users receive timely notifications about upcoming meetings.

This setup is crucial for enhancing user engagement, reducing no-shows, and providing a seamless experience. The tutorial covers key elements like saving meeting start times, triggering reminders, obtaining user permissions, and best practices for message delivery.

Step-by-Step Breakdown of Setting Up Meeting Reminders

1. Preparing the Meeting Data

• Save the Meeting Start Time
  The first step involves storing the scheduled start time of the meeting into a custom field within your system.

  • This is achieved by searching for scheduled events and saving the start time into a custom field called meeting_start.

  • This data acts as the foundation for triggering reminders at appropriate intervals.

• Custom Fields & Data Management

  • Use custom fields to hold key information like meeting start time.

  • Ensure data accuracy for reliable trigger execution.

2. Configuring Automation Triggers

• Time-Based Triggers

  • Set up daytime triggers that activate before the meeting.

  • Examples include triggers 1 day, 8 hours, 4 hours, 1 hour, or 20 minutes prior to the meeting.

  • In the template, a single trigger is used: 1 day before the meeting.

• Multiple Trigger Options

  • You can customize triggers based on your needs, such as multiple reminders at different intervals.

3. Requesting User Permissions for Notifications

• One-Time Notification (OTN) Consent

  • To send reminders via Messenger, SMS, or Email, you must obtain user permission.

  • This is done by sending a permission request during the interaction, specifically requesting OTN for the relevant topic.

  • Once granted, add a tag like otn_permissions to the user profile to track permission status.

• Handling Permissions

  • If the user does not grant permission, the system won't send reminders through that channel.

  • This respects user preferences and complies with privacy standards.

4. Sending Reminders: Logic & Conditions

• Default Notifications

  • The system sends SMS and Email notifications by default if the user has provided contact details and opted in.

  • Conditions include checking if the phone number exists and if the user has opted in for SMS.

  • Similarly, verify email presence and email opt-in.

• Message Customization

  • Messages include meeting details and Zoom links.

  • You can add buttons for joining, rescheduling, or canceling the meeting directly within emails.

• Messenger Notifications

  • Messenger reminders are sent only if the user interacted within the last 24 hours.

  • If out of the 24-hour window, the system checks for existing OTN permissions.

  • If permissions exist, the system removes the old permission tag and sends a new one-time notification.

5. Managing User Preferences & Opt-Outs

• Allow Users to Opt-Out

  • Every reminder message includes a quick reply option like "Do not remind me".

  • If selected, the system adds a tag (e.g., do_not_remind) to prevent future notifications.

• Conditional Logic for Opt-Outs

  • Before sending reminders, the system checks for the opt-out tag.

  • If present, no notifications are sent.

  • This ensures respect for user preferences.

• Flexibility in Timing

  • The conditions can be moved to after the meeting start if desired, allowing for more flexible reminder timing.

6. Best Practices for Reminder Delivery

• Multiple Data-Based Triggers

  • You can set up multiple triggers (e.g., 8 hours, 4 hours) for more frequent reminders.

• Handling Out-of-Window Users

  • For users out of the 24-hour window, check for existing OTN permissions.

  • If permissions are not present, send reminders via SMS and email.

• Removing Old Permissions

  • When sending a new one-time notification, remove the old permission tag to avoid duplicate messages.

7. Customizing Messages & User Interaction

• Quick Replies & User Control

  • Incorporate quick reply options like "Do not remind me" to empower users.

  • When users opt out, update their tags accordingly.

• Dynamic Message Content

  • Personalize messages with meeting details, links, and buttons for rescheduling or canceling.

• Flexibility in Timing & Conditions

  • Adjust trigger timing and conditions based on your operational needs.

Summary

In summary, setting up effective meeting reminders involves saving accurate meeting data, configuring flexible triggers, obtaining user permissions, and respecting user preferences through opt-out options. By leveraging multiple channels—Messenger, SMS, and Email—you can ensure timely and reliable notifications that enhance user engagement and reduce no-shows. Remember to test your setup thoroughly and customize messages to suit your audience. With these best practices, your reminder system will be robust, user-friendly, and compliant.

Final Tips & Summary Table

By following this structured approach, you can create a comprehensive, user-centric reminder system that ensures your users are well-informed and engaged ahead of their meetings.