Lesson 3: Book and remind site visits

SRSkyline RealtyLesson 3 of 6 · 10 min

Goal: A calendar event for the agent and a reminder for the buyer.

Visit bookedGoogle Calendar: eventDelayWhatsApp reminder

You'll learnGoogle CalendarDelay

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The situation

I book visits over the phone and tell the agent on WhatsApp. Sometimes the agent forgets, sometimes the buyer does, and twice last month nobody was at the site to open the sample flat.

Meenal, Site-visit coordinator · Skyline Realty

Build it

Agent Vikram, created from Remind before meetings:

1. Trigger: a Webhook (Auto Appy) that Meenal’s booking form posts to. It sends name, phone, project, visit_at (like 2026-10-12 11:00) and agent.
2. Google Calendar → Create Google Calendar Event. Connect the agent’s Google account, then fill:
   • Calendar ID: the agent’s calendar (primary for their main one);
   • Event Title: Site visit: {{workflow.name}} at {{workflow.project}};
   • Start Date and Time and End Date and Time from visit_at (use Adjust Date to add an hour for the end);
   • Time Zone: Asia/Kolkata;
   • Attendees: the buyer’s email if the form collects it.
3. Delay (Auto Appy) → Add Delay, waiting until two hours before the visit (work out the minutes with Calculate Date Difference, as in Vidya’s Lesson 3).
4. Auto Appy WhatsApp → Send approved template site_visit_reminder, then optionally Send location with the site’s map pin.

autoappy.com/workflows/…Sample data

Google Calendar has actions for events, calendars, guests and free/busy times.

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autoappy.com/workflows/…Sample data

Vikram: book it, wait, remind.

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Which agent's calendar?

Each Google connection is one person’s calendar. Either give each agent their own connection and branch by agent (Lesson 2’s pattern), or use a shared Site visits calendar that everyone subscribes to. The shared calendar is simpler to start with.

✍️Try it yourself

1. Add a second reminder the evening before the visit.
2. After the visit time, wait two hours and send “How did you like Skyline Heights?” with two quick-reply buttons (Send buttons or list).
3. Use Get Free/Busy Information to warn Meenal if the agent is already busy at that time.

What you learned

• Google CalendarCreate, update and look up events from a workflow.
• Delay and datesWait the right amount of time before reminding.
• Reuse a patternThe same reminder pattern serves coaching demos and site visits.

Next: Never drop a follow-up →

🎓 For trainers: how to teach this lesson

• Point out the reuse: this is Vidya’s demo-reminder workflow with a calendar step added. Ask the class to spot the differences.
• Live demo: book a visit 15 minutes ahead and show the calendar event appear, then the reminder.