Annual review invitations¶

Annual reviews are where advice clients are kept or lost, and booking them is pure admin. Two weeks before each client’s review date, this workflow looks at the adviser’s real calendar and emails the client a short list of times that are actually free.

The Annual review invitations workflow on the canvas: Review in 14d, then Load the client, then Find open times, then Invite client, then Adviser prep

Before you start¶

A date custom field on the client holding the review date
Advisers with a connected calendar and working hours set

The workflow¶

Step	Task	Type	What it does
1	Review in 14d	Date Trigger	Starts for each client 14 days before their review date
2	Load the client	Match to Client(s)	Loads the client to find their responsible manager
3	Find open times	Calendar	Finds open times in that manager’s calendar over the next two weeks
4	Invite client	Email	Emails the client the open times
5	Adviser prep	Workflow Note	Reminds the adviser to prepare

About the variables

Values such as {{task_36345_…}} carry the number of the task they come from, so yours will differ. Do not type them: click into a field and pick the value from an earlier task.

1. Review in 14d¶

Task: Date Trigger. Starts for each client 14 days before their review date.

Field	Set it to
Date Field	Your date field
Interval	`14`
Unit	`Days`
Time of Day (UTC)	`14:00 UTC`

2. Load the client¶

Task: Match to Client(s). Loads the client to find their responsible manager.

Field	Set it to
Action	`Match to Client`
Find the client by	Client ID = `{{task_36345_client_id}}`

3. Find open times¶

Task: Calendar. Finds open times in that manager’s calendar over the next two weeks.

The Calendar task named Find open times, opened to its settings

Field	Set it to
Action	`Find open times`
Whose calendars	`{{task_36346_match_client_responsible_manager}}`
From	`tomorrow`
To	`in 14 days`

4. Invite client¶

Task: Email. Emails the client the open times.

Field	Set it to
Outgoing Email User	Wendy Darling
Client	`{{task_36345_client_id}}`
To	`{{all_contacts}}`
Subject	`Time for your annual review`

Body

Hi {{task_36345_first_name}},

It is time for your annual review. It takes about 45 minutes and covers your goals, your cover and anything that changed this year.

Times that are open:

{{task_36347_slots_text}}

Reply with the one that suits you and we will send a calendar invitation.

Kind regards,
The Neverland team

5. Adviser prep¶

Task: Workflow Note. Reminds the adviser to prepare.

Field	Set it to
Action	`Create Note`
Client ID	`{{task_36345_client_id}}`
Note Type	`Note`
Priority	`Medium`
Due Date	`In One Week (8AM)`
Tag Users	`{{task_36346_match_client_responsible_manager}}`
Message	`Annual review invitation sent. Prepare the portfolio summary and last year’s notes before the meeting.`

Make it yours¶

Shorten or lengthen the window in Find open times.
Follow up with a second workflow on the Calendar Trigger to send a reminder the day before.