Who this is for / When to use
This article is for Kyrios users who need to invalidate appointments automatically when leads are unqualified, duplicate, test bookings, or otherwise not valid.
Use this when appointment status updates should happen automatically based on tags instead of manual edits.
What marking an appointment as Invalid does
Marking an appointment as Invalid updates the appointment record and releases the booked time slot back to the calendar. This prevents invalid bookings from blocking availability and keeps reporting accurate.
The update happens automatically when the workflow is active and the triggering tag is applied.
Part 1: Create a tag for invalid appointments
A tag is required to trigger the workflow.
Navigate to Settings → Tags.
Click + New Tag in the top-right corner.
Enter a tag name, such as Invalid Appointment.
Click Create.
Part 2: Create a tag-based workflow trigger
The workflow trigger defines when the appointment status update occurs.
Navigate to Automation → Workflows.
Click + Create Workflow.
Choose Start from Scratch.
Select Contact Tag as the trigger.
Set the filter to Tag Added.
Select the Invalid Appointment tag.
Click Save Trigger.
Part 3: Add the Update Appointment Status action
The action updates the appointment once the trigger conditions are met.
Click the + icon below the trigger.
Select Update Appointment Status.
Set the Status field to Invalid.
Click Save Action.
Part 4: Publish and test the workflow
Workflows must be published to run.
Click Save in the top-right corner.
Toggle the workflow from Draft to Publish.
Use Test Workflow or add the tag to a test contact.
Part 5: Using the tag to invalidate appointments
Once the workflow is active, adding the tag triggers the update automatically.
Add the Invalid Appointment tag to any contact with a scheduled appointment. The appointment status immediately changes to Invalid, and the calendar slot becomes available again.
Common issues and fixes
Appointment status does not change
Cause: Workflow is still in Draft mode. Fix: Confirm the workflow is published.
Tag added but workflow does not trigger
Cause: Incorrect tag selected in the trigger. Fix: Verify the exact tag name matches the trigger configuration.
Time slot remains blocked
Cause: Appointment update did not complete. Fix: Check execution logs to confirm the Update Appointment Status action ran successfully.
FAQs
Can this workflow update appointments to other statuses?
Yes. The Update Appointment Status action supports statuses such as New, Confirmed, Cancelled, Showed, No-show, and Invalid.
Can multiple tags update different statuses?
Yes. Use separate workflows or multiple triggers with different tags and corresponding status actions.
Will the workflow run if the tag is added by another automation or external system?
Yes. The workflow runs whenever the tag is added, regardless of the source, as long as the workflow is published.
What happens if the workflow is turned off?
If the workflow is inactive, adding the tag will not update appointment statuses.
Do Invalid appointments still block calendar availability?
No. Invalid appointments release the time slot so it can be booked again.