Case studyAppointment automationCo. Meath, Ireland
How AertaOne helped a regional vehicle glass depot replace manual appointment administration with a connected booking, confirmation and reminder process.
The depot received its bookings through a national website. Once a booking arrived, staff contacted the customer to acknowledge the appointment and confirm the arrangements.
The problem was what happened next.
Appointments were recorded in a Word document used as a diary. Staff then sent individual text messages to customers, manually updated appointments when dates changed, and had to keep track of who had confirmed and who was still waiting to respond.
It was a process that worked, but relied heavily on manual administration and staff keeping the diary and customer communications aligned.
The depot did not need another booking website. It needed a better way to manage appointments after they arrived.
We created a straightforward appointment management system that connects the depot's existing process with an online booking portal, a shared Outlook calendar and automated customer text messages.
Following the customer phone call, staff record the appointment once through a simple online form in the AertaOne portal.
The appointment appears in the shared Outlook calendar, with its confirmation status clearly visible.
An automatic SMS includes the appointment date, time and directions to the depot, asking the customer to reply Y.
A valid Y reply confirms the booking and changes its status in the calendar.
The system schedules a reminder for approximately 48 hours before the appointment, using the appropriate message for confirmed or unconfirmed bookings.
If a customer needs to change their appointment, staff can find the booking through the same portal and enter the new date and time.
The existing calendar appointment is updated, and the customer receives a new confirmation request.
Cancellations are handled through the same process, updating the appointment status and preventing further reminders for the cancelled booking.
There is no need to maintain a separate Word diary or manually reconcile the calendar with customer messages.
Manual process
Connected process
The depot retains the personal phone call that matters to its customers. The repetitive administration that followed it is now handled through one connected process.
This project did not begin with a proposal to replace the depot's entire operation.
It began with a specific question:
What happens after the customer booking reaches the depot, and which parts of that process are taking up staff time unnecessarily?
The answer was appointment recording, customer confirmations and keeping changes consistent.
We agreed a defined scope and price, then built a system around that workflow using familiar tools, including Outlook, rather than introducing a larger platform the depot did not need.
That is how AertaOne approaches business automation: understand the existing process, identify the unnecessary manual work, and build a practical solution around it.
Your business could be next
Tell us what your team does repeatedly, where information gets duplicated, or which tasks depend on someone remembering the next step.
We will look at the process, explain what could be automated, and agree a clear scope and price before work begins.
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