How to set up the waitlist pipeline stage?

This guide will walk you through the steps to create and automate the waitlist pipeline stage in TheraSaaS, including sending reminders and handling client responses.

1. Access Automations

1. Navigate to Automations:

   • Log in to TheraSaaS and find the Automations section.

2. Select the Automation:

   • Choose the Waitlist Pipeline Stage automation or create a new one if necessary.

2. Set Up the Trigger

1. Create Trigger:

   • Set the trigger to Pipeline Stage Changed.

2. Configure Pipeline Filters:

   • In the filters, select:

     • Pipeline: New Client Appointment Pipeline

     • Pipeline Stage: Waitlist

3. This automation will trigger whenever a contact is moved to the waitlist.

3. Configure Wait Time

1. Add Wait Step:

   • Add a wait step for seven days. However, to optimize, you can set an Advanced Window.

2. Set Advanced Window:

   • Turn on the advanced window.

   • Select Days: Tuesday through Friday.

   • Set the window to resume on Monday from 8 AM to 10 AM.

3. Name the Action:

   • Title this action Wait Until Monday.

4. Send SMS Reminder

1. Create SMS Reminder Action:

   • After the wait period, add an action to send an SMS reminder to the client:

     • Message: "Hi [Client’s First Name], we are actively working to find you a time to come in, but at this time, we’re all booked. Do you still want to be on the [Location Name] waitlist? Please respond with yes or no. Thank you for your patience."

5. Wait for Client Response

1. Add Wait for Reply:

   • Insert a step to wait for the client's SMS reply.

6. Set Up Conditions for Client Responses

1. Create Condition Branch:

   • Set up conditions to evaluate the client’s reply:

     • If Reply is Yes:

       • Add an action to go back to the wait step (Wait Until Monday) to keep them on the waitlist.

     • If Reply is No:

       • Add a tag indicating they were removed from the waitlist.

       • Send a message to the intake coordinator notifying them of the removal.

       • Remove the client from the waitlist pipeline.

7. Save and Test the Automation

1. Save Automation:

   • After setting up all steps and conditions, click Save to activate the automation.

2. Test the Automation:

   • Consider testing the automation to ensure it works as expected. Move a test contact to the waitlist and observe the process.

Summary

By following these steps, you can effectively set up the waitlist pipeline stage in TheraSaaS. This automation will help you manage client communications efficiently, ensuring that clients remain engaged while they await an appointment. If you have questions or need further assistance, reach out to TheraSaaS support.