Change an Appointment's Status Automatically

The Update Appointment Status action sets the status of an appointment from inside a workflow, so your calendar and reports stay accurate without manual clicking.

Which appointment is changed?

• If the workflow started from an appointment event, such as Customer Booked Appointment or an appointment status trigger, the action updates the appointment that started it.
• Otherwise it updates the contact's most recent appointment.

For predictable results, pair it with an appointment-based trigger.

Status choices

New, Confirmed, Cancelled, Showed, No-show and Invalid.

Set it up

1. Open your workflow and add an appointment-related trigger.
2. Click + and choose Update Appointment Status.
3. Give it a name such as "Mark as Confirmed".
4. Choose the new Status (the only required field).
5. Save and publish.

Examples

• Confirm by reply: when a contact replies "Y" to a reminder text, set the status to Confirmed.
• Cancel by link: when a "cancel" link is clicked, set Cancelled and send a rebooking offer.
• Attendance tracking: after a meeting, a staff member adds a "Attended" tag; the workflow sets Showed and sends a thank-you.
• No-show recovery: set No-show, then send a "we missed you" message with a booking link.

Calendar sync note

If your appointments are mirrored to an external calendar (Google, Outlook or iCloud), setting Showed or No-show does not send an update to the external event. This avoids unnecessary "event updated" emails to attendees.

Tips

• Double-check the status before saving; wrong values skew reports and can trigger other workflows.
• Watch for loops: an appointment status trigger that fires this same action can re-run itself.

Good to know: Changing a status can itself start other workflows that listen for status changes, which is handy for building follow-up chains.