How to Create a HubSpot Deal-Based Workflow for Appointment Reminders

This HubSpot training explains the use case of building a workflow to send appointment reminders. For example, a doctor's office sends an email reminder to patients before their first appointment.

Video Overview

• How to set up the trigger for the deal-based workflow:  This training video walks you through setting up a deal-based workflow in a HubSpot CRM to send friendly appointment reminders to folks with a scheduled date for their first chiropractor visit. (A chiropractor appointment is used as an example.) The workflow trigger is based on the date of their first chiropractic appointment.
• How to set up the delay for the workflow:  The video demonstrates how to set up a delay until a specific date to send a friendly reminder email to contacts a day before their appointment at 7 A.M. The email includes personalized details like the date and time of the appointment.
• How to use an association label and the email type for the workflow:  The video shows you how to use the association label feature to decide which contacts linked to the deal should get the email. It also makes it clear that the email should be set up as an automated email rather than a regular marketing email.

In this installment of our ‘How to HubSpot’ series, we're covering the process of creating deal-based workflows for appointment reminders, a crucial aspect of customer relationship management in service-based industries like healthcare. This tutorial will guide you through setting up a workflow that automatically sends a marketing email to remind patients of their upcoming chiropractic appointment.

The trigger for this workflow is the deal property field indicating the date of the patient’s first chiropractic appointment. Once this date is set and known, the contact is enrolled in the workflow. The subsequent action is a delay until one day before their appointment at 7:00 AM, at which point they will receive a reminder email.

It’s essential to save your workflow settings as you go, as the save button may not be immediately obvious. Also, remember that the marketing email you wish to send must be created and published as an automated email before it can be included in the workflow. Publishing an email as automated ensures it won’t be sent out until it’s triggered by the workflow.

When sending the appointment reminder, you have the option to include personalization tokens for the patient’s appointment date and time, making the email both personal and informative. Additionally, if your business model uses association labels or if there are multiple contacts attached to a deal, you can specify which contacts should receive the reminder email.

For example, only the patient, not the billing contact or the referrer, should receive the appointment reminder.

This workflow assumes that the patient is already a marketing contact, likely having received nurturing emails leading up to their appointment. However, it’s important to note that contacts must be set as marketing contacts to receive marketing emails.

By following these steps, you can create a deal-based workflow that automates the process of sending appointment reminders, ensuring patients are informed about their upcoming visits in a timely manner.

Stay with Xcellimark for more insights and tutorials as we continue to explore HubSpot CRM’s capabilities. Our aim is to empower you with the knowledge to maximize your digital marketing tools, ensuring that your strategies are as effective, efficient, and user-friendly as possible.