Workflow Module

The Workflow Module offers advanced automation capabilities for managing appointments and optimizing business processes. With Workflow, you can automate various actions triggered by specific events or conditions, streamlining your operations and enhancing customer experiences.

What is Workflow?

Workflow allows you to define automated processes that execute specific actions when certain triggers occur. This enables seamless management of appointment-related tasks, such as sending notifications and updating appointment statuses.

Examples of Workflow Usage

• Appointment Confirmation: Send confirmation messages and details to customers after booking.
• Appointment Cancellations: Notify customers and staff when appointments are canceled.
• Appointment Rescheduling: Automatically inform customers and staff about schedule changes.
• Follow-Up and Upselling: Send follow-up emails to customers after appointments to promote additional services or products.
• Document Sharing: Use Custom Forms to request documents and automatically share them with staff.
• Invoice Emailing: Generate PDF invoices and email them to customers.
• Admin Notifications: Notify administrators about appointment status changes.
• Service Reviews: Encourage customers to leave reviews after appointments.

Supported Actions

Workflow supports the following automated actions:

• Sending Email
• Sending SMS

Supported Triggers

You can initiate actions based on the following events:

• When a new appointment is added.
• When an appointment is rescheduled.
• When an appointment status changes.
• When an appointment ends (including N minutes before or after).
• When a new customer is created.

Creating Workflow Algorithms

You can build multiple Workflow algorithms to suit various scenarios. Each algorithm can combine multiple triggers and actions for comprehensive automation.

Trigger Fields

Each trigger includes customizable fields. For example:

• Email Trigger:
  • To: Specify recipients (e.g., customers, staff, or custom email addresses).
  • Subject and Body: Use default keywords for personalization.
  • Attachments: Add URLs or files from other integrations.

Filters for Refined Execution

Workflows can be refined using the following filters:

Location Filter

Target specific business locations for workflows, enabling tailored actions based on appointment locations.

Service Filter

Apply workflows to particular services, allowing targeted communication or actions based on the service type.

Staff Filter

Direct workflows to specific staff members, ensuring relevant notifications or actions for assigned tasks.

Status Filter

Trigger workflows based on appointment statuses, such as scheduled, confirmed, canceled, or completed.

Called From

Identify whether the workflow was initiated from the front-end booking panel or back-end dashboard for contextual accuracy.

Locale Filter

Customize workflows based on the language preferences of customers, ensuring localized and personalized communication.

Benefits of the Workflow Module

• Automation: Reduce manual tasks and focus on core business operations.
• Customization: Create tailored workflows to fit your business needs.
• Efficiency: Enhance productivity and accuracy with event-driven actions.
• Scalability: Manage complex processes seamlessly as your business grows.