- AI-Agent
- Ready to Run
Send Appointment Confirmations
Email customers their service visit details and copy dispatch
Use this Agent instantly or customize it - no programming needed
- Check timeCheck time
The current check time tells you whether a visit is still in the future.
- Scheduled visitScheduled visit
Your visit ID and status identify the appointment and show whether it remains scheduled.
- Visit date and arrival windowVisit date and arrival window
Your visit date and arrival window tell the customer when to expect the crew.
- Work request approvalWork request approval
Your linked work request and approval field show whether dispatch cleared the job.
- Customer emailCustomer email
Your customer's email address tells the Agent where to send the confirmation.
- Service addressService address
Your service address tells the customer where the crew plans to work.
- Customer preparation notesCustomer preparation notes
Your customer preparation notes tell the customer how to get ready, when you have added them.
- Appointment linkAppointment link
Your appointment link lets the customer review the visit before asking for a correction.
- Sent confirmationsSent confirmations
Your sent emails show whether dispatch already confirmed this visit ID.
Your service schedule holds the approved visits and customer details needed for each confirmation.
Your dispatch mailbox sends confirmations and keeps sent copies for repeat checks.
- Dispatcher alertDispatcher alert
Your dispatcher hears which visit needs corrected details or a resend when confirmation cannot finish.
- Customer confirmation emailCustomer confirmation email
Your customer gets the visit details and a link to review the appointment or reply with corrections.
- Dispatcher email copyDispatcher email copy
Your dispatcher gets the same email, while Sent Items keeps its recipient, visit ID, and send time.
- Dispatcher alertDispatcher alert
Your dispatcher hears which visit needs corrected details or a resend when confirmation cannot finish.
This Agent finds scheduled visits linked to approved work requests. It checks the visit details and past emails, then sends the customer a confirmation with a copy to dispatch.
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Microsoft OutlookUsed as:
- Dispatch mailbox
Microsoft Outlook sends confirmations and keeps sent copies for repeat checks.
monday.comUsed as:
- Service schedule
monday.com holds the approved visits and customer details needed for each confirmation.
ZoomUsed as:
- Service schedule
Zoom holds the approved visits and customer details needed for each confirmation.
- Dispatch mailbox
Zoom sends confirmations and keeps sent copies for repeat checks.
Microsoft Office 365Used as:
- Dispatch mailbox
Microsoft Office 365 sends confirmations and keeps sent copies for repeat checks.
Zoho MailUsed as:
- Dispatch mailbox
Zoho Mail sends confirmations and keeps sent copies for repeat checks.
Microsoft ExchangeUsed as:
- Dispatch mailbox
Microsoft Exchange sends confirmations and keeps sent copies for repeat checks.
Made for your industry
Send Appointment Confirmations is made for businesses in these industries.
- Property Management
Send tenants details of approved maintenance visits.
Show all Agents for the Property Management industry - Telecommunications
Confirm scheduled installation and repair visits with customers.
Show all Agents for the Telecommunications industry - Home Services
Confirm approved home service visits with arrival details.
Show all Agents for the Home Services industry - Commercial Cleaning
Email clients the details of scheduled cleaning visits.
Show all Agents for the Commercial Cleaning industry - Energy and Utilities
Send customers arrival details for scheduled service visits.
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Made for your role
Send Appointment Confirmations is made for people in these roles.
- Scheduling Coordinator
Confirm scheduled visits with customers after work approval.
Show all Agents for the Scheduling Coordinator role - Dispatcher
Send visit confirmations from the dispatch mailbox and keep a copy.
Show all Agents for the Dispatcher role
Made for your department
Send Appointment Confirmations is made for people in these departments.
- Scheduling
Send customers the arrival window for approved service visits.
Show all Agents for the Scheduling department - Field Service
Confirm upcoming crew visits with customers before arrival.
Show all Agents for the Field Service department - Dispatch
Email visit details to customers and retain the sent copy.
Show all Agents for the Dispatch department
How Send Appointment Confirmations works
4 steps, in order, on every run.
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Find visits ready to confirmCheck for new service visits every 30 minutes. Keep only future visits linked to approved work requests.
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Check details and past emailsCheck the visit details and search sent mail for its visit ID. Hold confirmations with missing details; skip visits already emailed.
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Send the confirmation emailEmail the customer the visit date and arrival window. Include the address, preparation notes, and review link; copy dispatch.
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Verify the sent copyCheck Sent Items for the visit ID and dispatcher copy. Tell dispatch which visit needs a resend if sending fails.
How to Get Started
Connect the tools you already use, such as Microsoft Outlook, monday.com or Zoom.
6 tools
- Choose the dispatch mailbox and the dispatcher address that receives a copy of each customer confirmation.
- On each job, set a Customer confirmation approved field only after the linked work request is approved; put customer-facing preparation notes in a separate Customer preparation field.
- Provide the customer appointment page or client portal link used for each visit, and enable appointment viewing and rescheduling where the scheduling tool offers it.
- Choose the confirmation email wording and the mailbox address customers should reply to when the address, arrival window, or preparation details need correction.
Use safe mode to approve every result before it goes out, or let the Agent run automatically.
FAQs
Frequently asked questions about the Send Appointment Confirmations:
You choose the dispatch mailbox, copy recipient, email wording, and reply address. Mark approved jobs and provide customer-safe preparation notes and a review link.
The Agent checks Sent Items for the visit ID before sending. If it finds a confirmation, it skips that visit.
Your dispatcher gets an email naming the missing details, and the customer confirmation waits. Blank preparation notes simply leave that section out.
You choose a link where customers can review the visit. Rescheduling depends on what your scheduling tool allows; customers can reply to ask for corrections.
It stops and asks you. The Agent does not guess when it reaches a decision you have not approved.
Yes. Every run creates a plain-language log that you can review and export. Logs are kept for twelve months.
The Agent stops at the end of the billing month and its tool connections are removed. Your run logs remain available for twelve months.
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