Doodle Whatsapp Automation
When someone submits their availability in Doodle, this workflow instantly replies on WhatsApp, updates their contact record, and starts your scheduling automation. Then it follows up with the confirmed slot and a reminder to help increase your meeting confirmation rate.
Why This Workflow Matters
Doodle polls reduce back-and-forth, but the confirmation step still creates friction: delayed replies, missed messages, and manual follow-ups can lead to drop-offs. This workflow closes the gap by responding immediately on WhatsApp, keeping your contact data organized, and moving every respondent into a consistent scheduling flow so more availabilities become confirmed meetings with less manual effort.
How the Automation Works
- Trigger: Doodle: Poll response submitted
- Actions: Update contact; add meeting-poll tag; start scheduling automation
- WhatsApp message:
“Hi {{first_name}}, thanks for sharing your availability. We’ll confirm the meeting soon. Reply HELP for support.”
- Follow-up: Send confirmed slot via WhatsApp; reminder before meeting
- KPI: Meeting confirmation rate
Workflow Table
| Step | Workflow Stage | What Happens |
|---|---|---|
| 1 | Trigger | Doodle: Poll response submitted |
| 2 | Data sync | Update contact with latest details from the response |
| 3 | Segmentation | Add meeting-poll tag |
| 4 | Automation kickoff | Start scheduling automation |
| 5 | Immediate WhatsApp reply | Send: “Hi {{first_name}}, thanks for sharing your availability. We’ll confirm the meeting soon. Reply HELP for support.” |
| 6 | Confirmation follow-up | Send confirmed slot via WhatsApp |
| 7 | Reminder | Send reminder before meeting |
| 8 | Measurement | Track Meeting confirmation rate |
WhatsApp Message Variants
Template 1 (friendly + clear)
Hi {{first_name}}, thanks for sharing your availability. We’ll confirm the meeting soon. Reply HELP for support.
Template 2 (more direct)
Hi {{first_name}} availability received. We’ll confirm your meeting time shortly. Reply HELP for support.
Template 3 (reassuring)
Hi {{first_name}}, thanks for responding to the poll. We’re confirming the meeting now and will message you soon. Reply HELP for support.
Who Should Use This Workflow
- Sales teams booking demos or discovery calls
- Recruiting and HR teams scheduling interviews
- Agencies coordinating client check-ins and project kickoffs
- Customer success teams booking onboarding and QBRs
- Professional services (consultants, coaches) scheduling sessions
- Education and training providers arranging consultations or enrollment calls
