How to Set Up Tour Reminder Automation with Zoom Integration

If you're using Zoom for virtual tours, you'll need to add a brief wait step in your automation to ensure the Zoom meeting link processes correctly before sending reminders to families.

Step 1: Create Your Tour Reminder Automation

First, set up the trigger that starts your automation when a family books a tour.

  1. Click Add New Automation
  2. Click Trigger
  3. Click Select
  4. Choose Appointment...
  5. Click Add filters
  6. Click Select
  7. Choose Appointment status is
  8. Click Select
  9. Choose confirmed
  10. Click Save Trigger

Step 2: Add the Initial Wait Step (Critical for Zoom)

This 1-minute wait ensures the Zoom meeting link is fully generated before you send any messages.

  1. Click the + button to add an action
  2. Scroll down and click Wait
  3. Set Wait Delay to 1 minute
  4. Click Save Action
Pro Tip: Without this wait step, your confirmation message may send before the Zoom link is ready, leaving families without the meeting details they need.

Step 3: Send the Tour Confirmation

Now you can send the initial confirmation with the Zoom link included.

  1. Click the + button after the wait step
  2. Choose to send an Email or Text Message
  3. Compose your confirmation message including tour details and the Zoom link
  4. Click Save Action

You can use custom fields in your message to automatically include appointment details like date, time, and the Zoom meeting link.

Step 4: Set Up the Reminder Wait Period

Next, configure when you want to send the reminder before the tour starts.

  1. Click the + button to add another action
  2. Scroll down and click Wait
  3. Click Time Delay
  4. Click Event / Appointment time
  5. If you want to send a reminder 4 days before the tour:
    • Type 4 in the number field
    • Switch the dropdown from minutes to days
  6. Select Skip all outbound communication actions, till next wait or Event Start Date action
  7. Click Save Action

Pro Tip: Common reminder timing for childcare tours:

  • 4 days before: "Looking forward to meeting you!"
  • 1 day before: "Your tour is tomorrow"
  • 1 hour before: "Your virtual tour starts soon"

Step 5: Send the Tour Reminder

After the wait period, send your reminder message.

  1. Click the + button after the wait step
  2. Choose to send an Email or Text Message
  3. Write your reminder message (the Zoom link will automatically be included)
  4. Click Save Action

Step 6: Add Additional Reminders (Optional)

You can repeat steps 4 and 5 to add more reminder messages at different intervals. Many childcare centers send:

  • A confirmation immediately after booking
  • A friendly reminder 3-4 days before
  • A final reminder 1 day or 1 hour before the tour

Just add another wait step followed by another email or text message action.

What Happens Next

Once your automation is active, every family who books a confirmed virtual tour will automatically receive your confirmation and reminder messages with their unique Zoom meeting link — no manual work required.