Automate Reminders and No-Show Recovery with the Appointment Status Trigger

The Appointment Status trigger starts a workflow whenever an appointment is scheduled or its status changes. It is the backbone of reminder, confirmation, cancellation and no-show automations.

Who gets enrolled

Under Who should be enrolled into the workflow? pick one of:

• Contact only: the primary contact (default).
• Contact and Guests: the primary contact and every guest. The workflow runs separately for each person.
• Guests only: guests but not the primary contact.

Filters

• Event Type: Any, Normal (single appointments) or Recurring.
• Appointment Status: New, Confirmed, Cancelled, Showed, No-show or Invalid.
• Tag: only contacts with a particular tag.
• In Calendar: one specific calendar.
• In Calendar Group: one calendar group.
• Only for Grouped Calendar: Yes limits the trigger to group calendars; No includes individual calendars too.
• Modified By: API, Customer or User. Choosing User lets you pick the exact team member.

Set it up

1. In Automation > Workflows, create a workflow and click Add New Trigger.
2. Select Appointment Status.
3. Name it, such as "No-show recovery".
4. Choose who should be enrolled.
5. Click Add filters and set Appointment Status to No-show.
6. Click Save Trigger, add actions, and publish.

Example workflows

• Confirmed: send a text with directions and prep instructions.
• Cancelled: offer a link to rebook and notify the owner.
• No-show: send a friendly message with a reschedule link, then create a task.
• Showed: wait a day, then ask for a review.

Tips

• Use one trigger per status in a workflow so each branch stays simple.
• Use Modified By to avoid replying to cancellations your team made themselves.

Good to know: Use Customer Booked Appointment for the moment of booking and Appointment Status for everything that happens afterward.