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Job Booking Confirmation Cadence

Example prompt: "Whenever I add a job to my 'Jobs' Google Calendar with the customer name and address in the description, send a confirmation email straight away from Gmail with the date, time window, what to expect, and how to get hold of us. The day before, send a reminder with the arrival window and a note asking about parking and access. On the morning of the job at 7am, send a short 'we are on our way today between [window]' message. The next morning after the job, draft a short follow-up email that thanks them, asks how it went, and includes a link to leave us a Google review — leave it as a draft for me to review. For each customer interaction, log a row in the 'Customer Comms' tab of our jobs Google Sheet."

The Problem

A no-show because the customer forgot the appointment costs us a half-day. A customer who is in but had not cleared the loft costs us the same. The reminder cadence — confirmation, day-before, morning-of, follow-up — is what keeps the schedule running and the reviews coming in, but it is exactly the kind of admin that gets dropped when we are on tools all day. The owner ends up typing the same four messages from the van at 7am.

How GloriaMundo Solves It

We build a workflow triggered by new entries in the jobs Google Calendar. An integration step sends the confirmation email straight away with date, time window, and what to bring or clear. A scheduled branch fires the day-before reminder asking about parking and access. Another scheduled branch fires the morning-of arrival-window message. A final branch drafts the post-job follow-up the next morning with a Google review link — left as a draft so we sign off the tone. An integration step logs each touchpoint in a Google Sheet so we have an audit trail. Glass Box preview shows the wording of every message before any of them go.

Example Workflow Steps

  1. Trigger (integration): A new event is created in the 'Jobs' Google Calendar with the customer name, address, and contact details in the description.
  2. Step 1 (llm): Draft the confirmation, day-before, morning-of, and follow-up messages personalised with the job details.
  3. Step 2 (integration): Send the confirmation email from Gmail straight away.
  4. Step 3 (conditional + integration): At 5pm the day before the job, send the reminder email with the arrival window and parking question.
  5. Step 4 (conditional + integration): At 7am on the day of the job, send the 'on our way' arrival-window message.
  6. Step 5 (conditional + integration): The morning after the job, draft a follow-up email with the Google review link and leave it as a draft for review.
  7. Step 6 (integration): For each message sent or drafted, append a row to the 'Customer Comms' tab of our jobs Google Sheet with the timestamp, type, and customer.

Integrations Used

  • Google Calendar — the source of truth for booked jobs
  • Gmail — sends the confirmation, day-before, and morning-of messages and holds the follow-up draft
  • Google Sheets — the customer-comms log

Who This Is For

Small trade firms and owner-operators running their own diary, who book five to fifteen jobs a week, who lose time to no-shows and to chasing customers for access details, and who want the customer experience to feel cared-for without typing each message from the van.

Time & Cost Saved

Four messages per job, two to three minutes each, fifteen jobs a week — that is one to two hours of customer comms a week, usually done in fragments around the actual work. This workflow takes it down to a few minutes of reviewing the follow-up draft. The real saving is the no-shows that do not happen because the reminder went out, which at half a day each pays for the workflow many times over.