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Can you use one Zap to send emails for multiple Google Calendar events, to different email addresses?

  • 19 September 2022
  • 3 replies
  • 165 views

Hello!

We are a music teaching business and we’d like to find a way to automate lesson (appointment) reminders.

Is there a way to set up an automatic reminder email to each client’s email address for 1 day before their lesson? Does this need to be done as a separate Zap for each client?

TIA!

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Best answer by Danvers 29 September 2022, 15:39

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3 replies

Userlevel 7
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Hi @tayloracademyofmusic!

Did Troy’s suggestion help? Do you use a scheduling app like calendly?

 

If not you can do this using Google Calendar using the Google Calendar New Event, or New Event matching search if you only want certain events to trigger the Zap. When you set up those triggers, you care given the option to trigger the Zap a certain amount of time before the event start, which means you can trigger the Zap 1 day before the event. To send the email reminder, that will depend on how the events are currently set up. If the students are attendees on the event, you can get their email address that way. 

Does that help to get you started? If that doesn’t work for you could you share some more information about the apps that you currently use? What calendar/scheduling app do you use to record the lessons? What information is on the lesson appointment? And how do you store student information, a CRM, a spreadsheet? If we know a bit more about how you’d like to do things we can offer some suggestions 😊

Hi @tayloracademyofmusic!

Did Troy’s suggestion help? Do you use a scheduling app like calendly?

 

If not you can do this using Google Calendar using the Google Calendar New Event, or New Event matching search if you only want certain events to trigger the Zap. When you set up those triggers, you care given the option to trigger the Zap a certain amount of time before the event start, which means you can trigger the Zap 1 day before the event. To send the email reminder, that will depend on how the events are currently set up. If the students are attendees on the event, you can get their email address that way. 

Does that help to get you started? If that doesn’t work for you could you share some more information about the apps that you currently use? What calendar/scheduling app do you use to record the lessons? What information is on the lesson appointment? And how do you store student information, a CRM, a spreadsheet? If we know a bit more about how you’d like to do things we can offer some suggestions 😊

Thanks for the detailed ideas! At this point we just decided not to send lesson reminders to our students anymore. It will be up to them to let us know if they need to cancel. We are trying to avoid paying any extra fees for extra services. We are currently using Google Calendar for all our appointments and have our student emails and phone numbers stored in Google Contacts.

Userlevel 7
Badge +14

Hi @tayloracademyofmusic 

Good question.

If you use a Calendar scheduling app like Calendly it has native workflows for reminders before/after events: https://help.calendly.com/hc/en-us/articles/360051017814-Automate-tasks-with-Workflows