The Appointment Status Trigger is designed to activate when an appointment is being scheduled or the status of an appointment has changed. This will trigger your workflow based on the appointment status filter the user chooses. This feature enables businesses to create more specialized workflows with varying degrees of automation and customization based on the filters used.

Add Appointment Status Trigger #

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

Optionally, you can adjust the workflow trigger name. Afterward, 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 users select specific triggers to activate based on the status of an appointment. Users can choose to trigger the workflow when:

• New: A newly scheduled appointment.
• Confirmed: The appointment is confirmed.
• Cancelled: The appointment is canceled.
• 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 to a contact with a specific tag. Once you’ve selected the Has Tag filter, you will see a dropdown appear where you can select the tag you would 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, you will see another dropdown appear for you to select the calendar you would like to use.

For instance, a sales representative’s calendar has been selected in the “In calendar” filter, and if a customer confirms an appointment on this 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, you will see a dropdown where you can select the Calendar Group you would like to use.

Only For Grouped Calendars #

The Only For Grouped Calendars filter allows you to choose whether the workflow is triggered 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 once you are satisfied with its configuration.

The Appointment Status Trigger allows businesses to automate workflows efficiently by leveraging filters like appointment status, tags, calendars, and user roles. By customizing these options, you can create workflows tailored to your unique operational needs, improving team productivity and client satisfaction.

Frequently Asked Questions #

When does the Appointment Status Trigger fire? #

It fires when an appointment is scheduled or when an existing appointment’s status changes, based on the filters you have configured.

Which appointment statuses can I trigger on? #

You can trigger on New, Confirmed, Cancelled, Showed Up, No-Show, and Invalid statuses.

Can I limit the trigger to a specific calendar? #

Yes. Use the In Calendar or In Calendar Group filters to restrict the trigger to a particular calendar or calendar group.

Can I trigger the workflow only for contacts with a certain tag? #

Yes. The Has Tag filter lets you fire the workflow only when the affected contact has the tag you select.

Who can be enrolled in the workflow from this trigger? #

You can choose to enroll the contact, their guest(s), or both when configuring the trigger.

How do I restrict the trigger based on who made the change? #

Use the Created By/Modified By filter to fire only when the change was made by an API, Customer, User, or Workflow.