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Project: Hyperbaric Oxygen Therapy Clinic (Confidential)

THE CHALLENGE:

The clinic had not started business operations and needed a system in place to support a complex client intake process with minimal oversight.

THE SOLUTION:

A wellness clinic website and booking system via Square POS, built for multiple services, treatment rooms, package flows. Fully automated client intake experience via Zapier.

Booking Sources Appointments all managed via Square read on the next booking Square Booking Website Direct online booking Groupon Booking 3rd party integration Manual Appointment Phone, text, email New appointment Smart Waiver Creation Looks up the client’s waiver status before anything is created. New client SEND Previous waiver expired RESEND Valid waiver on file SKIP Smart Waiver Delivery Sends on whatever channel the booking actually gave us. Email on file Waiver sent via Email No email on file Waiver sent via Twilio SMS PandaDoc Orchestrator Continuously monitors for changes in waiver status Completion detected Expiration detected SQUARE · CLIENT RECORD Waiver Status — COMPLETE EXPIRED Discount Group — SENIOR (65+) Pulled from DOB on waiver Booking Sources All managed via Square — phone, text and email entered manually read on the next booking Square Booking Site Groupon Booking Manual Appointment Smart Waiver Creation Looks up the client’s waiver status before anything is created. New client SEND Previous waiver expired RESEND Valid waiver on file SKIP Smart Waiver Delivery Sends on whatever channel the booking actually gave us. Email on file Waiver sent via Email No email on file Waiver sent via Twilio SMS PandaDoc Orchestrator Continuously monitors for changes in waiver status Completion detected Expiration detected SQUARE · CLIENT RECORD Waiver Status — COMPLETE EXPIRED Discount Group — SENIOR (65+) Pulled from DOB on waiver

Detect New Square Appointments & Customers

Automatically process new Square customers and bookings in real time, generating waivers without the need for manual administrative work.

  • Custom filter logic analyzes each incoming appointment and Square group data to identify customers who need a new waiver, including first-time customers and those with expired waivers, while automatically excluding customers with a valid waiver already on file.
  • Identifies customers who slip through the standard waiver process due to an incomplete waiver or inaccurate status, then sends a text alert to administrative staff for follow-up.
Automation flow detecting new Square appointments and customers
Automated PandaDoc waiver delivery flow

Automated PandaDoc Waiver Delivery

Auto-generate waivers for clients identified in the previous filtering process, sends a signing link via email or text, and updates the customer’s waiver status in Square.

  • Custom filter logic determines the best delivery method for client (either email or SMS text message).
  • Waiver is automatically created with prefilled information and Square ID is included as metadata that is attached to the document and follows it through its lifecycle.
  • Waiver is sent automatically and a status update is delivered to Square so that the system can later determine that a waiver was already sent.
  • Alerts administrative staff if there is an error during waiver creation so that one can be created manually.

PandaDoc Orchestrator

Passively watches for document completion or expiration, and then updates the client’s waiver status in Square accordingly, adding relevant information from the waiver.

  • Every time there is a status change on a PandaDoc waiver, the system extracts the data directly from the document. It runs the appropriate workflow depending on if the waiver was completed, or if it expired.
PandaDoc orchestrator automation flow
Waiver status sync flowchart
  • Using any available information from the document, the system will attempt to automatically match it to a Square customer. If the waiver was created through the system, it pulls this from the document's metadata. Otherwise it attempts to match via email, phone number, and full name. This ensures that even manually created waivers are able to be matched back to the proper Square customer.

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