Help / Workflows

Triggers and actions

Every workflow is a list of steps, and every step is a trigger (when it fires) plus an action (what it does). You set these per step in the workflow editor (Workflows).

Zoom

Triggers

• Before the event: fires a set amount of time before the meeting starts (you pick the lead time, e.g. 24 hours, or 1 hour). Won't fire if the booking is created inside that window.
• After the event: fires a set amount of time after the meeting ends.
• On creation: fires when a booking is made (good for "new booking" alerts).
• On cancellation: fires when a booking is canceled.
• On reschedule: fires when a booking is moved to a new time.

The first two are time-based; the last three are event-based and fire immediately when that thing happens.

Actions

• Email the invitee: send an email to the person who booked.
• Email the host: send an email to the meeting's host (you, or the assigned round-robin host).
• SMS to invitee: send a text to the invitee. It goes only to invitees who ticked the SMS checkbox on the booking page, which appears when the event type has Show SMS opt-in on.
• SMS to host: send a text to the meeting's host, at the mobile number on their profile.

Both SMS actions need an SMS provider connected by an admin. See SMS notifications.

The message

For email actions you write a subject and body; for SMS you write the text (up to 500 characters, with a counter showing how many SMS it takes). Use the available placeholders (the invitee's name, the host's name, the meeting time, the location/link, etc.; the editor lists them) so each message is personalized rather than generic.

Common pitfalls

• Mixing up "after event" and "on cancellation". A follow-up scheduled "after the event" will still be sent for a meeting that was canceled or no-showed unless you branch on cancellation explicitly with its own step.
• "Before event" never fires. Usually the lead time is longer than the time between booking and meeting, so shorten it, or add a backup short-lead step.
• Email-host steps going to the wrong person. For a round-robin event type, "the host" is whoever got assigned the booking, not necessarily the workflow's creator.
• SMS without consent or numbers. An invitee who didn't tick the SMS checkbox, or a host with no mobile number on their profile, doesn't get the text. The step shows as Skipped in Sent messages with the reason. Use email if you need a guaranteed channel.