Streamline Appointment Booking on DoubleTick Using Zapier and Google Calendar

Managing appointments can be time-consuming and chaotic without the right tools. DoubleTick, a versatile communication platform, integrates seamlessly with Zapier and Google Calendar to create a streamlined appointment booking system. This guide will walk you through setting up an automated workflow to handle appointment scheduling efficiently.

Why Integrate DoubleTick, Zapier, and Google Calendar?

DoubleTick is a powerful tool for managing communications, but combining it with Zapier and Google Calendar enhances its functionality. Here’s why:

• Automation: Eliminate manual scheduling and update calendars automatically.

• Centralized Communication: Sync appointments across platforms to avoid missed meetings or double bookings.

• Time-Saving: Simplify workflows by automating repetitive tasks like confirmations and reminders.

What You'll Need

1. Google Calendar: To manage and schedule appointments.

2. DoubleTick: A platform for sending automated confirmation messages.

3. Zapier: A tool that connects apps and automates workflows.

Step-by-Step Guide to Setting Up Appointment Booking

Step 1: Set Up Appointment Booking in Google Calendar

Google Calendar is at the core of this workflow. It provides the interface where users or clients can book their appointments.

1. Enable Appointment Booking:

   • Open Google Calendar.

   • Click on the + Create button.

   • Select Appointment Schedule and configure the time slots available for bookings.

     
2. Customize the Schedule:

   • Add details such as meeting descriptions, duration, and location (in-person or virtual).

   • Share the public booking page link with clients or embed it on your website.

Step 2: Connect Google Calendar to Zapier

Zapier allows you to trigger actions when new events (appointments) are added to Google Calendar.

1. Create a New Zap:

   • Log into Zapier and click + Create Zap.

   • Set Google Calendar as the trigger app.

   • Choose the trigger event: New Event Scheduled.

2. Configure Trigger Settings:

   • Select the appropriate Google Calendar.

   • Test the trigger to ensure Zapier detects new appointments correctly.

     

Step 3: Extract and Format Contact Numbers

To ensure contact numbers are correctly formatted for messaging, Zapier's Formatter tool can extract and refine them.

1. Add Zapier Formatter as a Step:

   • In your Zap workflow, add Zapier Formatter as an action.

   • Select the event: Text.

2. Extract the Contact Number:

   • Choose the input field containing the contact details (e.g.,Summary).

   • Use text parsing or split text functions to isolate the phone number.

     
3. Add the Country Code Using Zapier AI Formatter:

   • In another Formatter step, use the Numbers or Text action to modify the extracted phone number.

   • Configure the action to add the desired country code (e.g., "+1" for the USA or "+91" for India).

   • Test the step to confirm correct formatting.

Step 4: Integrate DoubleTick for Automated Confirmations

DoubleTick will send appointment confirmation messages automatically when a booking is made.

1. Set DoubleTick as the Action App:

   • In your Zap workflow, add DoubleTick as the action app.

   • Select the action event: Send Template Message.

2. Customize the Message:

   • Map Google Calendar data (e.g., appointment date, time, and client name) to the Template fields in DoubleTick.

   • Use personalized templates to include specific details such as:

     • “Hi [Client Name], your appointment is confirmed for [Date & Time].”

       
3. Test the Zap:

   • Test the workflow to ensure the confirmation message is sent correctly upon booking.

     

Step 5: Turn On and Monitor Your Workflow

1. Activate the Zap to begin automating the process.

2. Monitor initial bookings to ensure the workflow operates as expected.