The Appointment Status trigger fires when an appointment is scheduled or its status changes. It activates your workflow based on whichever appointment status filter you choose, letting you build tailored workflows with as much automation and customisation as you need.

Add Appointment Status Trigger

To begin, click on Add New Trigger and select Appointment Status.

You can optionally adjust the workflow trigger name. Afterwards, select who should be enrolled in the workflow: the contact, their guest(s), or both.

Adding Filters

Event Type

With the "Event Type" filter, you can select the event type you want to trigger the workflow: Normal, Recurring, or Any to fire the trigger. This is the first trigger filter you choose from; it's set as the default.

Appointment Status Is

The "Appointment Status Is" filter lets you select the specific statuses that should activate the workflow. You can trigger the workflow when:

  • New: A newly scheduled appointment.
  • Confirmed: The appointment is confirmed.
  • Cancelled: The appointment is cancelled.
  • Showed Up: The client or prospect attended the appointment.
  • No-Show: The client or prospect missed the appointment.
  • Invalid: The appointment is marked as invalid.

Created By/Modified By

If you want the trigger to fire when a modification is made to it, you can use the Modified By filter. Once you've chosen this filter, you can select the modification that should trigger the workflow: API, Customer, User, or Workflow.

Has Tag

You can use the "Has Tag" filter to trigger the workflow when an appointment status has changed for a contact with a specific tag. Once you've selected the Has Tag filter, a dropdown will appear where you can select the tag you'd like to use.

In Calendar

You can use the "In Calendar filter" to trigger the workflow when an appointment status has changed in a specific calendar. Once you choose the In Calendar filter, another dropdown will appear for you to select the calendar you'd like to use.

For instance, if a sales representative's calendar has been selected in the "In calendar" filter and a customer confirms an appointment on that calendar, the workflow will trigger.

In Calendar Group

You can also use the In Calendar Group filter to trigger the workflow when the appointment status has changed in a specific calendar group. Once you've selected the In Calendar Group filter, a dropdown will appear where you can select the Calendar Group you'd like to use.

Only For Grouped Calendars

The Only For Grouped Calendars filter lets you choose whether the workflow should only trigger for group calendars. Once you've selected the "Only For Grouped Calendars" filter, you can select "Yes or No" in the dropdown.

Save the trigger when you're happy with its configuration.

The Appointment Status Trigger lets you automate workflows efficiently using filters like appointment status, tags, calendars, and user roles. By customising these options, you can build workflows tailored to your specific operational needs, improving team productivity and client satisfaction.