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Book Appointment Action in Workflows

Overview​

The Book Appointment action in Stack allows you to automate the creation of new appointments based on specific triggers and conditions. This feature is perfect for businesses aiming to streamline their scheduling processes by automatically booking appointments when certain events occur.

Example Use Case​

Imagine a scenario where a customer submits a form or data is received from an inbound webhook. With the Book Appointment action, you can automatically schedule a follow-up appointment at a predetermined time.

How to Use the Book Appointment Action​

  1. Create a New Workflow:

    • Go to Automations and click on Create New Workflow. Choose Start From Scratch.

  2. Add a Trigger:

    • Select a trigger, such as Form Submitted.

  3. Add the Book Appointment Action:

    • Click on Add Action and choose Book Appointment.
    • Enter a descriptive Action Name.
    • Select the Calendar where you want the appointment to be booked.

  4. Set the Appointment Date and Time:

    • Standard: Choose a fixed date and time for all appointments created by this workflow.
    • Dynamic: Use variable start dates and times, leveraging data from inbound webhooks or custom values.

  5. Select a Team Member:

    • Choose Calendar Default to use the default or round-robin team member settings.
    • Alternatively, specify a particular team member for the booking.

  6. Additional Settings:

    • Override Availability: Enable this to book appointments without checking availability. Disable to ensure availability is checked before scheduling.

    Note: For dynamic dates and times, ensure your format is compatible. Use the Date Time Formatter action if necessary.

Supported Date and Time Formats​

  • MM-DD-YYYY HH:MM (e.g., 12-21-2021 08:30 AM)
  • DD-MMM-YYYY HH:MM (e.g., 21-OCT-2021 08:30 AM)

Conditional Logic (Adding an If/Else Condition)​

Enhance your workflow by adding an If/Else Condition to verify if an appointment was successfully booked.

  • Add the If/Else Action:

    • Click on Add Action and select If/Else.
    • Provide an Action Name.
    • Set up Branch Conditions:
      • Choose the Book Appointment action created earlier.
      • Select True for "Appointment booked successfully" and False for "Appointment not booked".

  • Define Next Steps:

    • If Booked (True): Proceed with actions like sending a confirmation email.
    • If Not Booked (False): Opt for alternative actions, such as notifying the user via email.

New Workflow Filter for Appointment Status Trigger​

A new filter in the Appointment Status Trigger allows you to control when the workflow should execute. Use the 'Modified By' filter to specify conditions for triggering the workflow when an appointment is booked or edited.

Limitations​

Please note that calendars with 'Recurring' enabled cannot be selected for the Book Appointment action.