How To Set Up an Appointment Booking Workflow

Overview

Appointment booking workflows in PXME allow you to automate a series of actions whenever someone books an appointment in a specific calendar. This ensures that follow-ups, notifications, and pipeline updates happen automatically without manual work.

Note: You must already have a calendar created before setting up this workflow. If not, see Calendar Setup 101 first.

Step 1: Create a Workflow

• Go to Automation > Workflows.

• Click + Create Workflow (or edit an existing one).

Step 2: Select the Trigger and Filter

• Click Add New Trigger.

• Select Customer booked appointment.

• Click Filter and select the calendar you want to use.

If you do not set a filter, the workflow will apply to all calendars.

Step 3: Add Your Actions

After choosing your trigger, add one or more actions you want to fire when an appointment is booked. Examples include:

• Remove contact from a workflow (e.g., a nurture sequence once they book).

• Add contact to another workflow (like a pre-appointment reminder sequence).

• Add or update an opportunity in your pipeline.

• Send reminder emails or SMS messages to the customer.

• Send yourself or your team a notification (via email, SMS, or internal notification).

Tip: If you want to both remove a contact from one workflow and add them to another, always place the Remove action first so it doesn’t cancel out the Add action.

Step 4: Publish and Save

• Click Save.

• Switch the toggle from Draft to Publish.

Your workflow is now active.

Important Notes

• Customer Booked Appointment Trigger: Fires as soon as the contact books their appointment.

• Appointment Status Trigger: Fires only when the status of an existing appointment changes (e.g., Confirmed, Rescheduled, No Show).

Example: If you set the trigger to Confirmed, the workflow won’t run until you or a staff member confirm the appointment.

For more details, see Workflow Trigger: Appointment Status.

FAQs

Q: What is an appointment booking workflow?
A: It’s an automation that runs whenever someone books on a specified calendar, triggering actions like reminders, notifications, or pipeline updates.

Q: Do I need to create a calendar first?
A: Yes. Create a calendar before setting up the workflow. See Calendar Setup 101.

Q: What happens if I don’t set a calendar filter?
A: The workflow will trigger for all calendars.

Q: Can I add multiple actions?
A: Yes. You can add as many actions as needed — for example, sending reminders, tagging contacts, or creating opportunities.

Q: What’s the difference between “Customer booked appointment” and “Appointment Status”?
A: “Customer booked appointment” fires when an appointment is created. “Appointment Status” fires when the status is changed (Confirmed, Rescheduled, etc.).

Q: How do I remove a contact from a workflow once they book?
A: Use the Remove from workflow action. You can choose to remove them from a specific workflow or all workflows.