Clients choose their return type on the booking page, and the calendar offers only slots of the right length, from 20 minutes for a salaried return to 60 for rental or foreign income. Confirmations and reminders carry the matching document checklist.
Typical results
+10%
More appointments fitted into peak weeks
48 hrs
Reminder with the checklist before each visit
3 lengths
Slot sizes matched to the return type
Figures reflect typical results for this kind of automation.
The challenge
Every tax-season appointment is booked into the same 30-minute slot. Self-employed and rental returns overrun and push the whole day late, while salaried returns finish early and leave gaps. Many clients arrive without key documents, so about a quarter of appointments end with a second visit booked to finish the return.
Before and after
Appointments needing a second visit
−25%Appointments per preparer on a peak day
+10%Minutes the schedule runs late by closing time
−75%The automation
The booking page asks for the return type first: salaried, self-employed, or rental and foreign income. The calendar then offers only open slots of the right length, 20, 45 or 60 minutes, across the preparers' schedules. The confirmation email includes the document checklist for that return type, such as annual wage statements, expense records or rental contracts. A reminder email with the same checklist goes out 48 hours before the appointment, with a link to reschedule.
How it works
- 01
Client picks the return type
The booking page starts with one question: salaried, self-employed, or rental and foreign income.
- 02
Right-length slots shown
Only open slots of 20, 45 or 60 minutes are offered, matching the return type.
- 03
Confirmation with checklist
The confirmation email lists the documents to bring for that return type.
- 04
48-hour reminder
A reminder email repeats the checklist two days ahead and includes a reschedule link.
- 05
Preparer sees the type
The calendar event shows the return type, so the preparer knows what to expect before the client arrives.
Starts from
- Booking page
- Preparers' calendars
Delivers
- Confirmation with checklist
- 48-hour reminder email
- Return type on the event
The impact
Rebooked appointments fall by about 25%, because clients arrive with the right documents and the slot fits the work. Days run closer to schedule, and the office fits about 10% more appointments into peak weeks by removing the gaps left by fixed 30-minute slots.
Questions about this automation
Which booking and calendar tools does it use?
It works with booking pages such as Calendly, or a booking form connected to Google Calendar or Outlook. Each return type is set up as its own appointment type with its own length, and the confirmation and reminder emails are sent from the office's own address.
Can a client change the return type after booking?
Yes. The reminder email includes a reschedule link, and choosing a different return type there offers slots of the new length and sends the matching checklist. If a preparer spots the wrong type before the visit, they can update the event and the next reminder uses the right checklist.
What does the office need to prepare?
A list of return types with their slot lengths, the document checklist for each, and access to the preparers' calendars. Simple automations like this are usually live within days, and the slot lengths can be adjusted after the first weeks of the season.