Workflows

With Workflow, you can automate various actions related to appointments and trigger different events based on specific conditions. This documentation provides an overview of the Workflow module, its features, supported actions, triggers, and examples of usage.

What is Workflow?

Workflow allows you to automate every action related to your appointments and build business processes seamlessly within VivoCalendar. You can define workflows that execute specific actions when certain events or conditions are met. For example, you can send emails to customers, notify staff via Telegram, change appointment statuses, send HTTP requests with webhooks, and much more.

Supported Actions

The Workflow module supports the following actions:

- Sending Email
- Sending SMS (using Twilio or Amazon SNS)
- Sending WhatsApp messages (using Twilio)
- Sending Telegram messages
- Changing Appointment Status
- Sending HTTP(s) requests with Webhook

Supported Triggers

You can trigger different actions based on the following events:

- When a new appointment is added
- When the appointment is rescheduled
- When the appointment status is changed
- When the appointment ends (including N minutes after the end or left till the end)
- When a new customer is created

Creating Workflow Algorithms

You can create multiple Workflow algorithms, each containing various triggers and actions. Within these algorithms, you can combine different triggers to achieve complex automation scenarios.

Trigger Fields

Each trigger has its own set of fields. For example, the Email trigger includes fields such as "To," "Subject," "Body," and "Attachment." The "To" field can accept multiple email addresses, allowing you to send emails to customers, staff members, and custom emails simultaneously. You can also use default keywords to improve the Subject and Body fields. The Attachment field accepts multiple arguments, enabling you to attach URLs or files generated from other Booknetic add-ons.

Examples of Usage

1. Appointment confirmation:Send confirmation messages and appointment details to customers after booking.
2. Appointment Cancellations: Send notifications to both customers and staff when appointments are canceled.
3. Appointment Rescheduling: Notify customers and staff about appointment rescheduling via email.
4. Appointment Follow-up and Upselling:Follow up with customers after appointments and offer additional services or products for upselling.
5. Document Sharing: Request documents through Custom Forms and automatically send them to staff via Telegram.
6. Invoice Emailing: Generate PDF invoices with the Invoice add-on and automatically email them to customers using Workflow.
7. Admin Notifications: Notify admins about changes in appointment status via email.
8. Service Reviews: Encourage customers to leave reviews after appointments via email.

Supported Filters

You can apply filters to your workflows to refine their execution. Supported filters include:

• Location Filter: This filter allows you to specify a particular location or branch within your business where the workflow should be applied. For example, if you have multiple branches or offices, you can create different workflows for each location to tailor communication or actions based on where the appointment takes place.
• Service Filter: With the service filter, you can target specific services offered by your business. For instance, if you offer various services such as haircuts, massages, or consultations, you can create workflows that are triggered only when appointments are booked for certain services. This allows for more targeted and relevant communication or actions based on the type of service being provided.
• Staff Filter: This filter enables you to direct workflows to specific staff members within your organization. If you have a team of employees or contractors responsible for different tasks or services, you can create workflows that are specific to each staff member. For example, you can send notifications or reminders to the assigned staff member for a particular appointment or task.
• Status Filter: The status filter allows you to trigger workflows based on the status of the appointment. You can set conditions to execute workflows when appointments are scheduled, confirmed, canceled, or completed. This filter is useful for automating actions or communications at different stages of the appointment lifecycle, such as sending reminders before appointments or follow-up messages after appointments.
• Called From: This filter specifies the source or origin of the trigger that activated the workflow. It helps identify whether the workflow was initiated from the front-end booking panel or the back-end dashboard, providing additional context for the actions or communications that follow.
• Locale Filter: The locale filter allows you to target workflows based on the language that the customer uses on your website. This filter is particularly useful for multilingual businesses or businesses operating in different regions with distinct language preferences. You can customize communication or actions to match the language preferences of the user, ensuring a more personalized and localized experience.