Here are proven workflow patterns you can adapt for your needs.
A full communication flow:
When booked: Confirmation email
24 hours before: Reminder email
1 hour before: SMS reminder
1 day after: Follow-up email
Trigger: 48 hours before
Action: Send email with preparation worksheet
Trigger: 2 hours before
Action: SMS with meeting link
Trigger: 1 day after
Action: Email with session notes template
When booked: Email with pre-call questionnaire
1 day before: Reminder email
After event: Follow-up with proposal
Reduce no-shows by 40%:
Immediate: Confirmation + calendar invite
48 hours: Reminder with reschedule option
24 hours: Final reminder
2 hours: SMS alert
Start simple, add complexity later
Test each workflow before going live
Monitor open rates and adjust timing
Personalize with variables
Don't over-communicate—2-3 touchpoints is enough
