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Workflow Trigger: Appointment Status in Stack

Efficient appointment management is key for any business. The Appointment Status Workflow Trigger in Stack automates actions based on updates to appointment statuses, reducing manual tasks and ensuring timely follow-ups. This guide will walk you through what this trigger is, its benefits, and how to set it up.

Table of Contents​

What is the Appointment Status Workflow Trigger?​

The Appointment Status Workflow Trigger is an automation tool that activates workflows when an appointment is scheduled or its status changes. This feature helps automate reminders, follow-ups, and internal updates, streamlining appointment management and enhancing customer engagement.

Key Benefits​

  • Automated Appointment Management: Streamlines scheduling and follow-ups without manual intervention.
  • Improved Client Engagement: Sends timely reminders and notifications, reducing missed appointments.
  • Enhanced Team Coordination: Notifies team members about changes in appointment status.
  • Reduced No-Show Rates: Automatically triggers re-engagement workflows for canceled or missed appointments.

Main Components​

Standard Field Filters​

  • Filter By Event Type: Specify which type of appointment should trigger the workflow.

    • Any: Includes all appointment types.
    • Normal: Non-recurring appointments only.
    • Recurring: Repeating appointments.

  • Filter By Appointment Status: Trigger workflows based on specific status changes.

    • New, Confirmed, Cancelled, Showed, No-show, Invalid

  • Filter By Tag: Trigger workflows based on specific contact tags.

  • In Calendar Filter: Trigger workflows based on status updates for appointments in a specific calendar.

  • In Calendar Group Filter: Trigger workflows based on appointments within a specific calendar group.

  • Only for Grouped Calendar: Specify if the workflow should trigger exclusively for grouped calendars.

  • Modified By: Control when the workflow should trigger based on who made changes to the appointment status.

    • API, Customer, User, Workflow

Custom Field Filters​

Custom field filters allow further refinement of workflow triggers based on unique fields set up in your CRM.

How to Use the Appointment Status Trigger​

Step 1: Access Workflow Builder​

Navigate to the Automation tab in Stack, select Workflows, and click + Create Workflow or edit an existing one.

Step 2: Add Appointment Status Trigger​

Click Add New Trigger, search for Appointment Status, and select it.

Step 3: Name the Trigger​

Choose a clear and descriptive name for your trigger to keep workflows organized. For example, name it "Appointment Follow-Up Trigger" for follow-up emails or "Canceled Appointment Alert" for cancellation notifications.

Step 4: Set Up the Filters​

Filters refine how and when the trigger activates:

  • Filter By Event Type
  • Filter By Appointment Status
  • Filter By Tag
  • In Calendar Filter
  • In Calendar Group Filter
  • Only for Grouped Calendar
  • Modified By

Step 5: Saving and Activating the Trigger​

Once all filters are set, click Save to store the configuration. Save and publish the workflow to activate automation. Test by booking an appointment to ensure the workflow executes as expected.

Frequently Asked Questions​

Q: Can I trigger a workflow based on a canceled or rescheduled appointment?

Yes, select the “Appointment Status Is” filter and choose 'Cancelled' for canceled appointments. Rescheduling is treated as a new appointment, re-entering the workflow from the start.

Q: How do I use the “Modified By” filter?

This filter lets you track appointment updates based on who made the modification—whether it’s a user, API, workflow, or the customer.

Q: What’s the difference between filtering by “In Calendar” and “In Calendar Group”?

“In Calendar” filters workflows for a specific calendar, while “In Calendar Group” applies to a group of calendars.

Q: Can I use multiple filters together for advanced automation?

Yes! Combine multiple filters using AND/OR conditions to create specific automation rules.

Q: How do I ensure a workflow is only triggered for a specific user?

Use the User Is filter to specify a team member, ensuring the workflow activates only for their appointments.