10.9 Using Calendar & Appointment Data in Workflows

Leveraging data from your Close Master Calendars is essential for automating appointment-related processes.

  • Relevant Triggers:
    • Appointment Status: Triggers when status changes (Confirmed, Showed, No Show, Cancelled). Filter by specific Calendar!
    • Customer Booked Appointment: Triggers when a new appointment is scheduled. Filter by specific Calendar!
  • Available Merge Fields ({{appointment...}}): When a workflow is triggered by an appointment event, you can use special merge tags in your actions (emails, SMS, tasks, notes, etc.) to pull in details from that specific appointment:
    • {{appointment.title}}: Title of the appointment.
    • {{appointment.start_time}}: Start date and time (use date filter for formatting - see 10.4 / 10.6 examples).
    • {{appointment.end_time}}: End date and time.
    • {{appointment.status}}: Current status (Confirmed, Showed, etc.).
    • {{appointment.location}}: Location entered in calendar setup (e.g., property address, office address).
    • {{appointment.meeting_location}}: Automatically generated video conference link (Zoom, Meet) if integrated and configured on the calendar.
    • {{appointment.reschedule_link}}: Unique link allowing the contact to reschedule this specific appointment (if enabled on calendar).
    • {{appointment.cancel_link}}: Unique link allowing the contact to cancel this specific appointment (if enabled on calendar).
    • {{appointment.user.name}}, {{appointment.user.first_name}}, {{appointment.user.email}}, {{appointment.user.phone}}: Details of the Close Master User (agent) assigned to the appointment.
    • {{appointment.notes}}: Any notes added to the appointment.
    • {{calendar.name}}: Name of the calendar the appointment belongs to.
  • Relevant Actions:
    • Update Appointment Status: Automatically change the status (e.g., mark as Confirmed after booking).
    • Send Appointment: (Advanced) Might relate to sending calendar invites.
    • Create Appointment Note: Add an internal note specifically to the appointment record itself (distinct from contact notes).
  • Wait Step Integration: Use the Wait Type: Event / Appointment Time to pause the workflow until a specific time relative to the appointment's start or end time (e.g., Wait until 1 Day Before Appointment Start Time). This is crucial for precisely timed reminders.