Who This Is For / When to Use
This article is for Kyrios users who want to automate follow-up actions when an appointment is booked, such as sending confirmation messages, assigning owners, updating opportunities, or triggering reminder sequences.
Prerequisites
A calendar must already exist in Kyrios before creating an appointment booking workflow. Workflows cannot trigger without an active calendar.
What Triggers an Appointment Booking Workflow
An appointment booking workflow is triggered when a contact self-books an appointment on a calendar, based on the selected trigger and calendar filters.
Step 1: Create or Open a Workflow
Workflows are created and managed from the Workflow List.
Navigate to Automation → Workflows.
Click Create Workflow, or open an existing workflow to edit.
Step 2: Add the Appointment Booking Trigger
The trigger determines when the workflow starts.
In the workflow builder, click Add New Trigger.
Select Customer booked appointment.
This trigger fires immediately when an appointment is booked.
Step 3: Filter the Trigger by Calendar (Optional)
Filters limit the workflow to bookings from specific calendars.
Click Add filters.
Select In calendar.
Choose the calendar that should trigger the workflow.
If no calendar filter is applied, the workflow will trigger for all calendars.
Step 4: Add Workflow Actions
Actions define what happens after the appointment is booked.
Click the + icon below the trigger.
Add one or more actions, such as:
Assign to user
Send email or SMS
Wait until appointment time
Add or update opportunity
Actions run in the order they appear in the workflow.
Step 5: Save and Publish the Workflow
Publishing activates the automation.
Click Save.
Toggle the workflow from Draft to Published.
Once published, the workflow will trigger for all new qualifying bookings.
Understanding Appointment Triggers
Kyrios provides multiple appointment-related triggers that behave differently.
Customer Booked Appointment Trigger
This trigger fires immediately when a contact books an appointment, regardless of its later status.
Appointment Status Trigger
This trigger fires only when an appointment’s status changes to a selected value, such as Confirmed, Cancelled, Show, or No-show.
Use the Appointment Status trigger when actions should occur only after a status update.
Common Automation Examples
Remove a Contact from Other Workflows
Contacts can be removed from existing workflows to prevent conflicting messaging.
Best practice: Place Remove from workflow actions before Add to workflow actions to avoid cancellation conflicts.
Add or Update an Opportunity
Booking workflows can automatically move contacts through pipeline stages or create new opportunities when appointments are booked.
Send Confirmation and Reminder Messages
Workflows can send confirmation emails, SMS reminders, and internal notifications using appointment custom values such as date, time, and calendar links.
Pro Tips
Use Wait Actions for Timed Reminders
Most booking workflows should include a Wait action set to Event/Appointment Time to send reminders before the meeting.
Enable Allow Re-entry for Repeat Bookings
Enable Allow Re-entry in Workflow Settings so contacts can re-enter the workflow when booking multiple appointments.
Use Appointment Custom Values
Appointment custom values dynamically insert meeting details and calendar links into messages for a better customer experience.
Create Conditional Paths with Appointment Status
Use If/Else branches with appointment status conditions to customize follow-ups for confirmed, cancelled, or no-show appointments.
Common Issues and Fixes
Workflow Does Not Trigger
The workflow will not trigger if the calendar filter does not match the booked appointment.
Fix: Verify the correct calendar is selected or remove the calendar filter.
Workflow Triggers Only Once
Contacts will not re-enter a workflow unless re-entry is enabled.
Fix: Turn on Allow Re-entry in Workflow Settings.