Summary
While there is no direct feature to share a customer's appointments with them, this article explains how to use ChatGPT or Mailchimp to make sharing their appointments easier.
Exporting Your Appointment Data
Download an Appointment Export containing at least the following fields:
1. Appointment Date
2. Service Frequency
3. Customer Full Name
The Service Frequency field is critical—ChatGPT uses it to determine whether a customer is recurring or one-time.
Using Mailchimp To Send A Mass Email/Text to Your Customers
For the mass sending of emails/texts of promotions and deals, we integrate with MailChimp, which handles these types of communications.
You can have MailChimp linked to your ZenMaid account in two different ways:
1. A direct integration where you can click to add your customers from ZenMaid to Mailchimp.
2. A Zapier integration where any new customer/customer info updates in ZenMaid are automatically copied into Mailchimp.
These articles will show you more details of each type of connection:
Lastly, Mailchimp and Zapier can be connected for free. You do not need to learn Zapier; you only need an account so our team can set everything up for you.
Using ChatGPT To Generate Appointment Reports For Your Customers
Important
Temporary Chats Cannot Be Enabled
When running this prompt, ChatGPT cannot be switched into Temporary Chat mode. Doing so prevents ChatGPT from being able to create or store the CSV outputs required for this workflow.
Customer Data Handling
Only upload exports if doing so aligns with your company’s privacy and data-handling policies.
One-Time Appointments Are Removed
The prompt will exclude one-time appointments. Any customer who has only one-time appointments will not receive a report.
Example Prompt
"
You will receive a ZenMaid Appointment Data Export CSV.
Goal:
Split appointments by client.
Remove only one-time APPOINTMENTS.
Keep any client who has at least one recurring appointment.
Create one CSV per kept client and zip them.
Parsing rules:
- Commas split columns, newlines split rows.
- Skip any top title/metadata row that is not a comma header.
- The true header row is the first comma-separated column-name row.
- Use only the true header columns.
- Do not infer or fill blanks.
- Keep date/time formats exactly as shown.
Detect one-time vs recurring (row-level):
1) Find a frequency/recurrence/type column if present (e.g., Frequency, Recurring,
Recurrence, Service Frequency, Visit Type, Appointment Type).
2) Mark a ROW one-time if it contains: one-time, one time, one_off, single, once,
first-time only, non-recurring.
3) Mark a ROW recurring if it contains: weekly, biweekly, fortnightly, monthly,
recurring, every, or similar.
4) If no such column exists, search all columns for these keywords.
5) If still unclear, do not guess; keep all rows and note filtering failed.
Filtering rule:
- Remove one-time rows only.
- Keep a client if any rows remain after removal.
- Exclude a client only if all their rows were one-time.
PROCESS IN PYTHON NOW:
- Parse the uploaded CSV.
- Group by exact client name (usually "Customer Full Name").
- Apply row-level one-time filtering.
- For each kept client, write a CSV to /mnt/data/ named:
"<Client Name> - Schedule.csv"
containing the original header + only that client’s remaining rows.
- Zip all kept-client CSVs into /mnt/data/client-schedules.zip
- Provide a real downloadable link to client-schedules.zip.
Chat output after zip:
- EXCLUDED CLIENTS:
<Name>: all rows were one-time
- If you cannot actually create and attach files here, say:
"NO FILE CREATED — SWITCHING TO TEXT BLOCKS"
and then output labeled CSV blocks instead.
"
Send the Appointment Report
1. Upload Each File Into Your Email Or Text Platform
Add the customer’s individual CSV file to the message you’re preparing.
2. Write A Message Explaining The Purpose Of The CSV
Briefly describe what the attachment contains (e.g., “Your updated appointment schedule is attached below.”).
3. Attach The Correct Customer CSV
Make sure the file you attach matches the customer you’re messaging.
4. Send The Appointment Report To The Customer
Review the message for accuracy and deliver the report.
Keywords
Mass Messaging
Bulk Emails
Bulk Texts
Customer Communication
Appointment Reports
Recurring Customers
One-Time Appointments
CSV Export
Customer Schedule
ChatGPT Workflow
Message Attachments
Appointment Summary
Email Preparation
File Upload
Customer Outreach
Automated Messaging
ZenMaid Export
Appointment Filtering
Data Review
Customer Notifications