Who This Is For / When to Use
This article is for users who want to automatically confirm appointments and send reminder messages leading up to the appointment time using Kyrios Workflows.
Use this workflow when appointments are booked through a Kyrios calendar and reminders should be sent without manual follow-up.
Step 1: Create a New Workflow From Scratch
A workflow must be created before appointment confirmations and reminders can be configured.
Steps:
Navigate to Automation → Workflows
Click Create Workflow
Select Start from Scratch
This opens the Workflow Builder.
Step 2: Set the Appointment Status Trigger
The Appointment Status trigger enrolls contacts into the workflow when their appointment status changes.
Steps:
In the Workflow Builder, click Add Trigger
Select Appointment Status
Name the trigger (for example, “Appointment Confirmed”)
Add filters:
Calendar: Select the calendar this workflow should apply to
Appointment status is: Confirmed
This ensures the workflow only starts when an appointment is confirmed.
Step 3: Add the Confirmation Message Action
A confirmation message reassures the contact that the appointment is booked successfully.
Steps:
Click the + icon under the trigger
Select Send Email or Send SMS
Write the appointment confirmation message
Save the action
This message is sent immediately after the appointment is confirmed.
Step 4: Add Wait Steps for Appointment Reminders
Wait steps control when reminder messages are sent relative to the appointment time.
Steps:
Click the + icon below the confirmation message
Select Wait
Choose Time Delay
Enter the desired delay (for example, 1 day, 1 hour, or 15 minutes)
Wait steps can be added before every reminder message.
Step 5: Add Appointment Reminder Messages
Reminder messages notify the contact as the appointment time approaches.
Steps:
After a Wait step, click the + icon
Select Send Email or Send SMS
Write the reminder message
Repeat Wait + Message steps for additional reminders
You can create multiple reminders (for example, 24 hours before and 1 hour before).
Step 6: Configure Workflow Settings (Important)
Workflow settings control whether reminders stop when a contact replies.
Recommended settings for reminder workflows:
Allow re-entry: Enabled
Allow multiple opportunities: Enabled
Stop on response: Disabled
Disabling “Stop on response” ensures reminders continue even if the contact replies with a confirmation message.
Step 7: Save and Publish the Workflow
A workflow must be published before it can send messages.
Steps:
Click Save
Click Publish
Once published, contacts will automatically enter the workflow when the trigger conditions are met.
Common Issues and Fixes
Reminders stop after the contact replies
Cause: “Stop on response” is enabled in Workflow Settings.
Fix: Disable “Stop on response” so reminders continue sending.
Reminders do not send at the expected time
Cause: Wait steps are misconfigured.
Fix: Review each Wait step and confirm the delay values and units (minutes, hours, days).
Appointment booked too close to start time
Cause: The appointment was scheduled after one or more wait delays had already passed.
Expected behavior: Kyrios automatically skips expired wait steps and sends the next applicable reminder.
Frequently Asked Questions
What happens if an appointment is booked only a few hours before start time?
Kyrios skips any wait steps that have already passed and continues with the next valid reminder step.
Can I stop reminders after a contact replies?
Yes. Enable “Stop on response” in Workflow Settings if reminders should stop when a contact replies.
Can I use both email and SMS reminders?
Yes. Email and SMS actions can be combined in the same workflow.