SOP: Post-Appointment Form Creation and Workflow Update

SOP: Post-Appointment Form Creation and Workflow Update

Objective:

To create a post-appointment form for sales reps to update the status of calls and integrate it into the appointment booking workflow for efficient tracking and follow-up.

Link to Loom

https://www.loom.com/share/500bbde5a8e54665b80cb44e07188b0a

Key Steps:

1. Form Creation:
   • Create a form with a custom field for appointment status that you can use to move appointments to the correct next stage in your pipeline (example: no show, showed - not interested, showed - nurture, showed - purchased) 
   • Include essential fields like email and phone number for contact information.
2. Trigger Link URL Generation:
   • Copy the form URL from the created form.
   • Customize the form URL structure to include the contact email for auto-filling (e.g., domain.com/path?email={{contact.email}}&phone={{contact.phone}}).
3. Automation Integration:
   • Access the appointment booking workflow.
   • Add a wait condition after 10 minutes of the appointment.
   • Send an SMS and email to the assigned user with the trigger link of the form.
4. Update Call Outcome:
   • Set up a wait for condition in CRM events to check if the call outcome field is filled.
   • Create paths based on call outcomes (e.g., no show, connected not advanced, connected advanced, connected closed, rescheduled).
   • Update appointment status and opportunity details accordingly within the appointment booking workflow.
5. Clear Call Outcome:
   • Add a step to clear the call outcome field after updating the appointment status.
   • Ensure the field is empty for the next appointment booking.

Cautionary Notes:

• Ensure all necessary fields are included in the form for accurate data collection.
• Double-check the form URL structure to avoid errors in auto-filling contact information.
• Test the automation workflow to confirm proper integration and functionality.

Tips for Efficiency:

• Keep the form simple and focused on essential information to streamline the update process.
• Regularly review and optimize the form and workflow for improved tracking and analysis.
• Maintain consistency in updating appointment statuses and call outcomes to track performance effectively.