How To Mark Appointment Status as Invalid Using a Workflow

Created by Stefan Perchinkov, Modified on Wed, 26 Feb at 9:22 AM by Stefan Perchinkov

You can update an appointment status based on tags, which may be useful for your business and any automation you are running. Here's a recommended best practice for updating appointment statuses based on tags within a Workflow, specifically related to the Invalid Status.

Part 1: Set up a tag for invalid Appointments.

Go to Settings > Tags
Create a tag called "Invalid Appointment".

Part 2: Create a tag-based trigger in Workflows.

Navigate to Automation, and create a new Workflow. Click on +Start from Scratch.

Add a new Trigger named "Contact Tag," choose the filter “Tag Added,” and then select the "Invalid Appointment" tag you created. Save the trigger.
Step 3: Click on the + Icon to choose the action.

For the action, add “Update Appointment Status” and select “Invalid” as the status. Save the Action.
Step 3: In the top right-hand corner, make the workflow active and save it.

Part 3: Using the Tag and Trigger

When you have a contact with an invalid appointment, add the "Invalid Appointment" tag, and the workflow will run, updating their appointment status to "Invalid".

FAQ

Q1: Can I use this workflow to update appointment statuses to other statuses besides "Invalid"?
Yes, you can customize the workflow to update appointment statuses to any available status by selecting the desired status in the "Update Appointment Status" action.

Q2: Can I use multiple tags to trigger different appointment status updates within the same workflow?
Yes, you can add multiple triggers within the same workflow to handle different tags and corresponding appointment status updates. Each trigger can be set up with its own specific tag and corresponding status action.

Q3: How can I test if my workflow for updating appointment statuses is working correctly?
To test your workflow, manually add the "Invalid Appointment" tag to a contact with an appointment. Check if the appointment status updates to "Invalid" in the contact’s appointment details, confirming that the workflow is functioning as expected.

Q4: Will the workflow run automatically if the tag is added through an external system or manually from a contact’s record?
Yes, the workflow will run automatically whenever the specified tag is added to a contact, whether it’s done manually, through an external system, or via another automation, as long as the workflow is active.