SHEET-TRIGGERED RECIPE

Recall or check-up due.

Due list: patients or clients due for a routine visit. Rows come from practice systems with recall reports (non-clinical details only). A new row starts a two-way WhatsApp journey: invite them to book → notify reception on reply.

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Category
Renewals & due dates
Meta template category
Marketing
Send
Monthly recall list
Stops when
They book, or opt out

SET UP

1. The sheet.

Only Phone is required, with the country code. The other columns personalise the message and help your team when the customer replies. Keep the column names in row 1 and don’t leave blank rows.

  • Name: used in the message or for your team
  • Phone: required, with country code (for example +61 412 000 184)
  • Visit: used in the message or for your team
  • Clinic: used in the message or for your team
  • Consent (recommended): record that the person agreed to WhatsApp messages, and when
Recall or check-up due · Sheet1
ABCDE
1NamePhoneVisitClinicConsent
2Sarah+61 412 000 184check-upNorthline PhysioYes
3Tom+61 433 000 912cleanNorthline PhysioYes
4Ana+64 21 000 457reviewNorthline DentalYes

Row 1 holds the column names. The highlighted row is the newest: adding it starts the journey. Example data only.

DATA IN

2. How the rows get there.

Due list: patients or clients due for a routine visit. These tools can add a row for each new record. Pick yours for step-by-step setup.

ClinikoCliniko API, polled on a schedule by a Google Apps Script time trigger
→
Excel and CSV filesZapier: Excel: New Row, New Row in Table (OneDrive for Business or SharePoint only)
→

See all data sources →

TEMPLATES

3. The messages.

Monthly recall listMarketing
Hi {{1}}, you’re due for your {{2}} at {{3}}. Would you like us to find a time?

{{1}} = Sarah

{{2}} = check-up

{{3}} = Northline Physio

Example wording. Submit your own version to Meta as a template; Meta confirms the category. Marketing templates need marketing consent and an opt-out.

BUILD

4. Build it in ConvoHut.

  1. 01

    Create the automation. In ConvoHut, open Automations, then Create Automation. Name it and tick the markets you message.

  2. 02

    Choose the trigger. Pick New Sheet Row. Choose the spreadsheet and tab, and map Phone (required) plus Name.

  3. 03

    Add the first message. Add a Send Message node with your approved template. Map each variable to a column.

  4. 04

    Wait for a reply. Add Wait for Reply. On Reply, add Notify Me so your team picks it up in the inbox.

  5. 05

    Handle no reply. On Timeout, end the flow. One message is enough here.

  6. 06

    Pass compliance and activate. ConvoHut checks consent rules and the opt-out for each market you picked. Then click Activate Now, and test with your own number first.

SHEET TRIGGERNew Sheet Row
SEND MESSAGErecall_v1
WAIT FOR REPLYTimeout: 1d
On Reply
NOTIFY MENotify the team
On Timeout
ENDEnd flow

GET IT RIGHT

5. Measure and avoid.

What to measure

  • Recalls booked

Mistakes to avoid

  • Clinical details in the message
  • Recalling patients who already booked

FAQ

Questions.

Do I need to change how my tools work?

No. Keep using your form, booking or accounting tool. You only need it to add a row to a Google Sheet for each new record, which most tools can do directly or through Zapier or Make.

What if a row has no phone number, or a bad one?

ConvoHut needs a phone number with the country code. Rows without one are skipped, so validate the phone field in your form or export.

Will editing an old row send another message?

A new row starts the journey. Turn on Fast Edit Detection if you want edits to phone, name or email to update the existing contact within seconds.

Is this marketing or utility?

For this recipe we suggest marketing. Meta decides the category when it reviews your template. Marketing needs marketing consent and an opt-out.

MORE

Related recipes.

Membership renewalRemind them → answer questions → notify the teamOpen →Policy or plan reviewOffer a review call → wait for reply → notify the adviserOpen →

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Salon owner checking bookings on her phone