smoothschedule/smoothschedule/AUTOMATION_EXAMPLES.md

Real-World Automation Examples

This document shows practical examples of automations that businesses can create using the scheduler plugin system.

Example 1: Client Re-engagement Campaign

The Problem

A hair salon loses 30% of first-time customers who never return. They need to automatically win them back.

The Solution

Automated email campaign that targets inactive customers with personalized offers.

Setup

# Create the scheduled task
curl -X POST http://lvh.me:8000/api/scheduled-tasks/ \
  -H "Content-Type: application/json" \
  -d '{
    "name": "Weekly Client Re-engagement",
    "description": "Reach out to customers who haven'\''t booked in 60 days",
    "plugin_name": "client_reengagement",
    "plugin_config": {
      "days_inactive": 60,
      "email_subject": "We Miss You at Bella Hair Salon!",
      "discount_percentage": 20,
      "promo_code_prefix": "COMEBACK",
      "max_customers_per_run": 50,
      "minimum_past_visits": 1
    },
    "schedule_type": "CRON",
    "cron_expression": "0 10 * * 1",
    "status": "ACTIVE"
  }'

Schedule: Every Monday at 10 AM

What It Does

1. Finds Inactive Customers

   • Looks for customers who haven't booked in 60 days
   • Must have at least 1 previous visit
   • Limits to 50 customers per week to avoid spam

2. Sends Personalized Emails

   Subject: We Miss You at Bella Hair Salon!
   
   Hi Sarah,
   
   We noticed it's been a while since your last visit on March 15, 2024.
   We'd love to see you again!
   
   As a valued customer, we're offering you 20% off your next appointment.
   
   Book now and use code: COMEBACK123
   
   Looking forward to seeing you soon!
   Bella Hair Salon
   

3. Tracks Results

   • Logs every customer contacted
   • Records promo codes generated
   • Measures campaign effectiveness

Expected Results

• Recovery Rate: 15-20% of contacted customers return
• Revenue Impact: $3,000-5,000/month in recovered bookings
• ROI: 10x (automated vs manual outreach)

---

Example 2: No-Show Rate Alert System

The Problem

A dental office notices appointments are being canceled at the last minute, but they don't realize how bad it is until it's too late.

The Solution

Automated monitoring that alerts when no-show rates spike.

Setup

curl -X POST http://lvh.me:8000/api/scheduled-tasks/ \
  -H "Content-Type: application/json" \
  -d '{
    "name": "Daily No-Show Monitoring",
    "description": "Alert if no-show rate exceeds 20%",
    "plugin_name": "low_show_rate_alert",
    "plugin_config": {
      "threshold_percentage": 20,
      "lookback_days": 7,
      "alert_emails": ["manager@dentalclinic.com", "owner@dentalclinic.com"],
      "min_appointments": 10
    },
    "schedule_type": "CRON",
    "cron_expression": "0 8 * * *",
    "status": "ACTIVE"
  }'

Schedule: Every day at 8 AM

What It Does

1. Analyzes Past 7 Days

   • Counts total appointments
   • Counts cancellations/no-shows
   • Calculates no-show rate

2. Sends Alerts When Needed

   Subject: ⚠️ High No-Show Rate Alert - Downtown Dental
   
   Alert: Your no-show rate is unusually high!
   
   No-Show Rate: 23.5%
   Period: Last 7 days
   Canceled Appointments: 12 out of 51
   
   Recommended Actions:
   1. Review your confirmation process
   2. Send appointment reminders 24 hours before
   3. Implement a cancellation policy
   4. Follow up with customers who no-showed
   

3. Only Alerts on Real Issues

   • Requires minimum 10 appointments before alerting
   • Prevents false alarms on slow weeks

Expected Results

• Early Detection: Spot issues within 1 week instead of 1 month
• Reduced No-Shows: 23% → 12% after implementing recommendations
• Revenue Saved: $2,000+/month in prevented lost appointments

---

Example 3: Peak Hours Staffing Optimizer

The Problem

A massage spa isn't sure when to schedule their therapists. They're overstaffed on slow days and understaffed during peak hours.

The Solution

Monthly analysis of booking patterns with staffing recommendations.

Setup

curl -X POST http://lvh.me:8000/api/scheduled-tasks/ \
  -H "Content-Type: application/json" \
  -d '{
    "name": "Monthly Peak Hours Analysis",
    "description": "Analyze booking patterns for better staffing",
    "plugin_name": "peak_hours_analyzer",
    "plugin_config": {
      "analysis_days": 30,
      "report_emails": ["scheduler@zenmasssage.com"],
      "group_by": "both"
    },
    "schedule_type": "CRON",
    "cron_expression": "0 9 1 * *",
    "status": "ACTIVE"
  }'

Schedule: First day of every month at 9 AM

What It Does

1. Analyzes 30 Days of Data

   • Groups appointments by hour of day
   • Groups appointments by day of week
   • Identifies patterns

2. Generates Report

   Peak Hours Analysis Report
   Business: Zen Massage Spa
   Period: Last 30 days
   Total Appointments: 284
   
   TOP 5 BUSIEST HOURS:
     17:00 - 18:00: 45 appointments (15.8%)
     18:00 - 19:00: 42 appointments (14.8%)
     14:00 - 15:00: 38 appointments (13.4%)
     15:00 - 16:00: 35 appointments (12.3%)
     16:00 - 17:00: 32 appointments (11.3%)
   
   TOP 3 BUSIEST DAYS:
     Saturday: 68 appointments (23.9%)
     Friday: 52 appointments (18.3%)
     Thursday: 44 appointments (15.5%)
   
   RECOMMENDATIONS:
   • Ensure adequate staffing during peak hours (5-7 PM)
   • Consider offering promotions during slower periods (mornings)
   • Schedule 3-4 therapists on Saturdays
   • Review this analysis monthly to spot trends
   

3. Provides Actionable Insights

   • Clear staffing recommendations
   • Revenue optimization opportunities
   • Trend tracking over time

Expected Results

• Optimized Staffing: Better therapist utilization
• Reduced Labor Costs: 15% savings from better scheduling
• Increased Revenue: 10% more bookings during promoted off-peak hours
• Staff Satisfaction: More predictable schedules

---

Example 4: Combo Campaign (Advanced)

The Problem

A boutique fitness studio wants a complete automation system that handles multiple aspects of their business.

The Solution

Multiple scheduled tasks working together.

Setup

Task 1: Daily Client Re-engagement (Runs Monday/Wednesday/Friday)

{
  "name": "Client Winback - MWF",
  "plugin_name": "client_reengagement",
  "schedule_type": "CRON",
  "cron_expression": "0 9 * * 1,3,5",
  "plugin_config": {
    "days_inactive": 45,
    "discount_percentage": 25,
    "max_customers_per_run": 20
  }
}

Task 2: Weekly Performance Report (Runs Sunday evening)

{
  "name": "Weekly Studio Report",
  "plugin_name": "daily_report",
  "schedule_type": "CRON",
  "cron_expression": "0 20 * * 0",
  "plugin_config": {
    "recipients": ["owner@fitstudio.com"],
    "include_upcoming": true,
    "include_completed": true
  }
}

Task 3: No-Show Monitoring (Runs daily)

{
  "name": "No-Show Monitor",
  "plugin_name": "low_show_rate_alert",
  "schedule_type": "CRON",
  "cron_expression": "0 7 * * *",
  "plugin_config": {
    "threshold_percentage": 15,
    "lookback_days": 7,
    "alert_emails": ["manager@fitstudio.com"]
  }
}

Task 4: Monthly Analytics (Runs first Monday of month)

{
  "name": "Monthly Analytics",
  "plugin_name": "peak_hours_analyzer",
  "schedule_type": "CRON",
  "cron_expression": "0 9 1 * *",
  "plugin_config": {
    "analysis_days": 30,
    "report_emails": ["owner@fitstudio.com", "manager@fitstudio.com"]
  }
}

Task 5: Database Cleanup (Runs weekly)

{
  "name": "Weekly Cleanup",
  "plugin_name": "cleanup_old_events",
  "schedule_type": "CRON",
  "cron_expression": "0 2 * * 0",
  "plugin_config": {
    "days_old": 180,
    "statuses": ["CANCELED"],
    "dry_run": false
  }
}

Combined Impact

• 40+ hours/month of manual work automated
• 20-30% increase in customer retention
• 15% reduction in no-shows
• $5,000+/month in recovered revenue
• Complete visibility into business performance

---

Business Value Summary

Automation	Time Saved	Revenue Impact	Setup Time
Client Re-engagement	10 hrs/month	+$3,000-5,000/month	10 minutes
No-Show Alerts	5 hrs/month	+$2,000/month	5 minutes
Peak Hours Analysis	8 hrs/month	+$1,500/month	5 minutes
Combined System	40+ hrs/month	+$8,000+/month	30 minutes

Why This System is Powerful

For Business Owners

• Set and Forget: Configure once, runs forever
• No Technical Skills: Simple JSON configuration
• Measurable ROI: Track exactly what each automation does
• Risk-Free: Can be paused/modified/deleted anytime

For the Platform

• High Value: Businesses will pay premium for this
• Sticky: Once automated, they won't want to leave
• Scalable: Same plugins work for any business type
• Upsell Opportunity: "Automation Package" pricing tier

For Customers

• Better Service: More timely communications
• More Convenient: Reminders and promotions when needed
• Personalized: Targeted, relevant messages

Next Steps

1. Add More Plugins:

   • Birthday/anniversary campaigns
   • Review request automation
   • Social media posting
   • Inventory alerts
   • Revenue forecasting

2. Create Templates:

   • Industry-specific automation bundles
   • "Starter Pack" for new businesses
   • "Growth Pack" for scaling businesses

3. Add UI:

   • Visual workflow builder
   • Analytics dashboard
   • A/B testing for campaigns

4. Monetization:

   • Free: 3 active automations
   • Pro ($29/mo): 10 active automations
   • Business ($99/mo): Unlimited + custom plugins