Event Based Automations (Appointment Reminders)
Event automations are a powerful tool for sending out reminders or follow ups relative to the date and time of the matter's appointment. For example, you would use an event automation to remind someone of their appointment "one day before" or "30 minutes before" the event start time. You can also trigger something relative to the end time of the appointment, for example "two hours after" the event ends.
If you wish to trigger a time-relative automation for a date that is not populated as an event on your calendar, you can do so with our date field based automation feature.
To use event automations, all you will need to do is create a normal automation, and then select Event Created as the entry condition. Once you make this selection, the automation will automatically change from trigger-based to event-based.
The main part of the automation, as shown above will function just like any other automation. When the event is scheduled, the automation will trigger and any actions that you have added will run at that time. These actions are not relative to the date and time of the event, rather they trigger at the time the event is scheduled on the calendar. This is where you would want to send an automated appointment confirmation email.
To access your time-relative event automations, simply click on the orange Event Automations button highlighted in the image above. Event automations are where you will create automated reminders or follow ups for the appointment.
Once you arrive on the event automations page, you will see a button on the right to create a New Event Automation. Select this button, and then enter the timeframe when this automation should trigger relative to the time of the appointment, as shown below.
Give the event automation a name, this is just internal and for your own reference. Then enter your timeframe and click create.
You will then see the new event automation listed.
Now that you have created the event automation, you still need to add your action items to it. Simply click the edit pencil, shown on the right above, or click directly on the automation name to edit the automation.
At this point, your event automation will look just like a regular automation with one exception. It will already have an entry condition selected so you do not need to select a trigger, since the trigger is built-in as relative to the time of the event.
Once you have added your desired action(s) to the automation, you can click the breadcrumb on the top left, highlighted below, to return to your event automations page and add an additional event automation if desired.
Here you can add as many time-relative triggers as you would like. After you create each one, make sure you then click on it to add your automation actions.
After you have created all of your event automations and added any actions that you would like to the main automation, you are now ready to activate the automation. Begin by activating the main part of the automation, this can be done from your Automations page showing all of your firm's automations.
If the automation has current matches, as shown above, it is very important to pause here and decide whether you wish to run the automation on current matches or future matches only. Typically for event-based automations you will want to select future matches only, so that you are not running the automation on anyone who has already had their appointment.
After you have activated the main automation, you will then click the orange Event Automations button once more, and activate each event automation. You will not see a warning message for current matches on these, since the only way they will have a match is when the time trigger is matched.
If you reschedule an existing appointment, the event automations will adjust as per the new date and time of the appointment.
For example, let's say you have an appointment booked for March 18th. Your "one day before" event automation would run on March 17th, and let's say the person responds to that reminder and says they would like to reschedule for March 20th. You would edit their existing appointment accordingly, and then Lawmatics will automatically adjust all event automations as per the new date. So they would receive the "one day before" reminder again on March 19th.
Should you ever need to cancel an appointment after it was booked, the event automations simply will not trigger once the appointment is cancelled.