Appointment reminder
Trigger: an appointment booked event, T-24 hours before the appointment time. What it does: sends the customer an SMS / email reminder of the appointment, with details (date, time, service) and any prep instructions you’ve configured. Default SMS:Reminder: Appointment with on at . Manage: — Reply STOP to opt out.The
{{manage_link}} is a secure self-serve page where the customer can reschedule or cancel without calling.
When to enable: always, basically. Reminders cut no-show rates dramatically (often 30%+ improvement for service businesses). Cost is one extra SMS or email per appointment.
Customizations to consider:
- Add an “address change?” prompt for businesses where the customer’s address might shift between booking and visit.
- Mention what to expect (“Mike will be there in a marked white van; please make sure pets are secured.”).
- Add a “reply to reschedule” line if you want to capture last-minute changes.
Booking confirmation
Trigger: an appointment is booked — by the AI Receptionist on any channel, or manually. What it does: immediate confirmation message with appointment details. The email version attaches a calendar invite (.ics) the customer can add with one tap; both versions carry the self-serve manage link. Default SMS:Hi , your appointment with on at is confirmed. Manage: — Reply STOP to opt out.When to enable: on by default, and worth keeping on. Even for AI-booked appointments (where the customer got a verbal/chat confirmation), the written confirmation with the calendar invite and manage link is what customers refer back to.
Appointment confirmation request
Trigger: a set number of hours before an appointment (3–720 hours, configurable). What it does: reaches out ahead of the appointment to confirm the customer is still coming — as an AI phone call or an SMS. On a call, the AI Receptionist confirms the details; if the customer wants to reschedule or cancel it never touches the booking, instead creating a task and texting a secure manage link. No answer falls back to SMS. The appointment records a confirmation status (confirmed / reschedule requested / cancel requested / no answer / unclear). When to enable: any business where no-shows cost you. Phone confirmations are more attention-grabbing than a text and bill against your voice minutes; SMS is lighter-weight and free of minute usage. Customizations:- Channel — AI phone call or SMS.
- Timing — how many hours ahead to reach out.
- Call window — the earliest/latest hour calls may be placed, in your time zone (default 9am–7pm).
- SMS message — used for SMS confirmations and as the fallback text when a call can’t connect.
Appointment rescheduled
Trigger: an appointment’s time is moved — via the chat widget, voice receptionist, or the customer’s manage-link page. What it does: confirms the new time in writing. “Did my new time actually stick?” is the most common post-reschedule worry; this message answers it before the customer asks. Default SMS:Hi , your appointment with has been moved to at . Manage: — Reply STOP to opt out.When to enable: always — it’s on by default and there’s rarely a reason to turn it off.
Lead nurture sequence
Trigger: new contact created (and didn’t immediately book). What it does: 3 messages over a week, escalating mild urgency:- Day 1: a welcome — “thanks for your interest, here’s how we can help”
- Day 3: “still thinking it over?” check-in
- Day 7: a friendly last touch — “we’d love to get you booked”
- Change the wording in your business voice.
- Adjust timing — some businesses prefer 1-day, 4-day, 14-day cadence.
- Disable Day 7 if you find the “last touch” message generates more opt-outs than bookings.
Post-completion review request
Trigger: deal moves to Completed. What it does: schedules a review request 24 hours after completion. Default message: see Sending review requests. Same template; this is just the workflow that fires it. When to enable: always — this is how you build your Google review count. When to use the workflow form vs. the Reputation feature: the Reputation feature is the higher-touch version with the funnel + GBP integration. The workflow form is simpler — just a “send a message after completion” recipe. If you’ve enabled Reputation, leave this workflow off (otherwise you’ll send two messages).Cancellation outreach
Trigger: appointment cancelled (by customer or by you). What it does: sends the customer a polite acknowledgment + open offer to reschedule. Notifies your team. Default SMS:Hi , your appointment with on at has been cancelled. Reach out to rebook anytime — Reply STOP to opt out.When to enable: mostly when cancellations are common in your business (e.g., you do exterior work and weather causes frequent reschedules). For low-cancellation businesses, it’s nice-to-have.
Proposal follow-up
Trigger: a deal moves to the Proposal pipeline stage. What it does: a 3-step email/SMS sequence on day 1, 3, and 7 after the proposal — “any questions?”, “happy to adjust price/timing/scope”, “last check-in, no pressure.” The sequence stops automatically the moment the prospect replies on any channel. When to enable: on by default. Proposals that get zero follow-up go cold; a polite, bounded sequence recovers a meaningful fraction. If you don’t use the Proposal stage, the recipe simply never fires. Customizations:- The day-3 message mentions flexibility on price/timing — soften or remove if you don’t negotiate.
- Adjust the cadence to match your sales cycle (e.g. 2 / 7 / 14 for bigger-ticket work).
AI Escalation Notification
Trigger: AI Receptionist escalates a conversation or form submission it cannot resolve. What it does: Sends an alert to you (the owner) — not the customer — with the contact’s details, the channel that triggered the escalation, the urgency level, the reason for escalation, and a direct link to the task. When to enable: Always. This ensures you know immediately when human intervention is required. Customizations:- Channels: Toggle between Email, SMS, and Push Notification.
- Email goes to your account email.
- SMS goes to your mobile number on the Phone settings tab.
- Push Notifications are sent to your registered browser/PWA devices.
- Note: The in-app bell notification and task are always created regardless of these toggles.
How recipes interact
Multiple recipes can trigger off the same event. E.g., a deal moving to Booked fires:- Booking confirmation (immediate message)
- Appointment reminder (T-24h scheduling)
Turning a recipe off
Each recipe has a single on/off toggle. Turning a recipe off preserves your customizations — your edited templates and timing stay saved, and flipping it back on resumes with your version. (So “pausing” for a vacation and “disabling” are the same action.) If you’ve made a mess of a template, Reset this template to default inside the recipe’s editor drops the stock template back in.Custom recipes
Want a recipe we don’t ship? Common requests we’ve built case-by-case:- Birthday messages on contact birthday (when birthday data is available)
- Annual maintenance reminder (on the anniversary of last completed service)
- Win-back sequence specifically for “Lost” deals
- Internal team notifications for high-value deals (>$X)
Next
You’re done with Tasks & Automations. Next:Knowledge Base
Train the AI Receptionist on your specific FAQs.