With workflows, you no longer need to manually create notifications for appointment bookings, copy and paste, or send reminder/follow-up messages. Automating these processes saves time and effort as these tasks are now automatically executed by your designated workflows.

In this article, we will guide you step by step in creating a workflow to personalize all communication related to appointments.

Creating a New Workflow

A workflow can be associated with multiple types of appointments. If you haven't created an appointment type yet, click here.

Go to the workflows overview.
Click the blue "New" button at the top right.
A popup will appear. Click on "Create Custom Workflow."
Now you have created your first workflow. Adjust the name of the workflow on the left.
Associate the workflow with your appointment type by selecting it from the dropdown below the workflow name.

In the next sections, we will explore how to create notifications according to your preferences.

Reminders

First, we will create an appointment reminder. Appointment reminders are sent before the appointment begins and serve to remind participants of the upcoming appointment.

You can send one or more reminders shortly before the appointment or even several days in advance.

To configure the reminder, select "Before the appointment starts" as our first trigger and choose a time interval, such as "15 minutes." As an action, we want to "Send an email to the participants."

Then, click on "Edit Template" to customize the content of the email.

Now you can adjust the subject and body of the email. Use dynamic tags to personalize the text and, for example, insert the correct appointment link.

Example Reminder

Hello {!M.Guest.Firstname},

I just wanted to remind you that our meeting starts in just 15 minutes. Click on the following link to join:

{!M.Meeting.Link}

Looking forward to seeing you in our meeting!

See you soon,

{!M.Host.Firstname}

If you want to set up additional reminders, simply create more triggers for the "Before the appointment starts" event.

Follow-up

A follow-up is sent after the appointment ends and can serve various purposes. For example, you can clarify the next steps or send a feedback survey.

Here, too, you can send one or more follow-ups shortly after or several days after the appointment.

To configure the follow-up, add a new trigger by clicking "Add Trigger" at the bottom. Now, select "After the appointment starts" as the event and set the desired time, e.g., "1 hour." As an action, we want to "Send an email to the participants" again.

Then, click on "Edit Template" to customize the content of the email.

Now you can adjust the subject and body of the email. Use dynamic tags to personalize the text and, for example, insert specific meeting information.

Example Follow-up

Hello {!M.Guest.Firstname},

We hope the meeting was informative and productive for you. We would like to receive your feedback to further improve our services.

Please take a moment to fill out our feedback form. Your opinion is important to us!

Here is the link to the feedback form: <Link to the form>

Thank you in advance for your support! If you have any further questions or concerns, I am available at any time.

Best regards,

{!M.Host.Firstname}

If you want to set up additional follow-ups, simply create more triggers for the "After the appointment starts" event.

Conclusion

With workflows, you save yourself manual work. You can automate workflows by creating multiple triggers in a workflow. Use dynamic tags to personalize your messages.