Introduction

This detailed overview explores an innovative automation system designed to streamline appointment scheduling, rescheduling, and cancellation processes using CRM AirChatty's calendar features.

The system replaces traditional tools like Calendly, offering a more integrated, customizable, and user-friendly experience. Developed by the team, notably Hamad, this solution leverages a mini app called "Call My Timezone" to enhance date and time formatting, incorporate user time zones dynamically, and automate communication workflows.

The following summary provides an in-depth explanation of the entire process, including setup, flow logic, key features, and practical use cases, structured to give a clear understanding of how this automation functions and its benefits.

Introduction to the System

The automation system is built around seamless appointment management within a CRM environment, utilizing Air Chatty's calendar features combined with custom mini apps and JavaScript enhancements. Its core capabilities include:

• Replacing Calendly entirely with a more integrated solution.

• Dynamic date and time formatting for readability.

• Automatic time zone detection based on user phone numbers.

• Flexible booking, rescheduling, and cancellation workflows.

• Enhanced user experience with minimal manual intervention.

The system is designed for businesses seeking efficient scheduling that accounts for international time zones and automated notifications.

Download Templates

The link to download the template from: https://www.uchat.com.au/templates/qvfnwfxcfhe5lf0hcaowhygrsac6ym3d

Key Components and Features

1. The Mini App: "Call My Timezone"

Hamad's team developed this mini app to simplify date/time handling, making scheduling more intuitive.

2. Workflow Overview

The entire process is orchestrated through multi-step flows that handle:

• Contact creation/checking.

• Time zone determination.

• Fetching available slots.

• Formatting and displaying options.

• Confirming or modifying appointments.

• Handling rescheduling and cancellations.

3. Supporting Templates

Pre-built templates facilitate:

• Booking appointments

• Rescheduling

• Canceling appointments

These templates are designed for easy deployment and customization.

Step-by-Step Breakdown of the Automation Flows

A. Initiating the Booking Process

• The user begins by checking if they already exist as a contact in the CRM.

• If not, the system requests essential details: email and phone number.

• The phone number's country code is critical for time zone detection.

B. Determining User Time Zone

• The "Fetch Time Zones" action from the mini app is triggered with the user's phone number.

• The response maps back to a JSON field (time_zone_user), containing all relevant time zones.

• For example:

  • Hungary (+36) yields one time zone.

  • Australia (+61) yields multiple time zones (e.g., Brisbane, Sydney, Melbourne).

C. Selecting and Formatting Available Slots

• Based on the user's time zone, the system fetches available free slots within a specified date range.

• The calendar ID and user ID are pre-filled bot fields.

• The available slots are returned in JSON format.

• The dates are formatted into readable formats using the mini app, with seven formatting options available.

• The formatted dates are displayed to the user via a dynamic question block.

• The user selects their preferred date, which is stored for further processing.

D. Fetching and Displaying Available Times

• Once a date is selected, the system retrieves available times for that date.

• Similar to dates, times are formatted into readable formats.

• The user picks a preferred time, which is stored as an unformatted value for precise appointment creation.

E. Confirming and Creating the Appointment

• The user reviews the formatted date and time.

• Upon confirmation, the system creates the appointment in the calendar.

• The appointment details (date, time, status, address) are mapped to custom fields.

• A confirmation message is sent, indicating the appointment has been scheduled.

F. Rescheduling and Cancellation

• The user can choose to reschedule or cancel via buttons.

• For cancellation:

  • The system deletes the calendar event.

  • Checks if deletion was successful.

  • Notifies the user of successful cancellation or manual intervention if needed.

• For rescheduling:

  • The user selects a new date/time.

  • The system updates the existing appointment with new details.

  • The appointment status is set to "confirmed".

  • The calendar reflects the changes immediately.

Technical Details and Data Handling

1. Data Mapping and JSON Handling

2. Formatting and Display

• The mini app converts raw date/time data into seven different formats.

• The question blocks dynamically display options.

• The values stored are unformatted for backend processing, while formatted versions are shown to users.

3. Error Handling and Notifications

• If contact creation fails, the system prompts for missing info.

• If appointment creation or update fails, an admin notification is triggered.

• Cancellation confirmation ensures the event is fully deleted before notifying the user.

Practical Use Cases and Scenarios

Advantages of This System

• Automation: Eliminates manual scheduling, reducing errors.

• International Compatibility: Handles multiple time zones seamlessly.

• Customization: Supports various date/time formats.

• User Experience: Intuitive flow with dynamic responses.

• Integration: Fully embedded within CRM, avoiding third-party tools.

• Flexibility: Easy to modify for different workflows or business needs.

Conclusion

This comprehensive appointment automation system leverages CRM Air Chatty's calendar features, enhanced by a custom mini app for time zone detection and date formatting. It provides a robust, flexible, and user-friendly solution for managing appointments across international audiences. The process ensures accurate scheduling, automatic time zone conversions, and streamlined rescheduling and cancellation workflows, all within a single integrated platform.

By deploying this system, businesses can replace traditional scheduling tools like Calendly with a more tailored, automated experience that improves efficiency, reduces manual work, and enhances customer satisfaction.

For further customization or implementation, download the provided templates and refer to the detailed setup instructions in the original video. Feel free to reach out with questions or for support in adapting this automation to your specific needs.