Who This Is For / When to Use
This article is for users who want to automatically document appointment activity in Kyrios, such as logging status changes, capturing webhook data, or adding internal notes for follow-ups without manual entry.
What the Create Appointment Note Action Does
The Create Appointment Note action adds a note directly to an existing appointment record when a workflow runs. The note content can be static text, dynamic variables, or data received from an inbound webhook.
This action ensures appointment histories remain complete and accurate while reducing manual data entry.
Supported Triggers
The Create Appointment Note action works with the following trigger types:
Appointment-based triggers (for example, appointment created, updated, or status changed)
Inbound Webhook triggers
The trigger type determines whether the appointment is linked automatically or must be referenced explicitly.
Required Inputs and Limits
The Create Appointment Note action requires a note body and an appointment reference.
Note body: Required. Maximum length is 5,000 characters.
Appointment reference:
Automatically detected when using appointment-based triggers
Must be provided manually when using inbound webhooks
If required fields are missing, the action will not execute.
Using Create Appointment Note with Appointment-Based Triggers
When the workflow is triggered by an appointment event, Kyrios automatically links the note to the correct appointment.
Configuration steps:
Select an appointment-based trigger.
Add the Create Appointment Note action.
Enter the note body using static text or dynamic variables.
Save and publish the workflow.
No appointment ID is required in this scenario.
Using Create Appointment Note with Inbound Webhooks
When using an inbound webhook, the workflow must receive both the appointment ID and the note content.
Required webhook payload fields:
appointmentIdbody
Recommended configuration:
Appointment ID field:
{{inboundWebhookRequest.appointmentId}}Note body field:
{{inboundWebhookRequest.body}}
If either value is missing or exceeds limits, the note will not be created.
Using Dynamic Content in Notes
Dynamic variables allow appointment notes to include contextual details automatically.
Common examples include:
Appointment date and time
Service or appointment type
Assigned staff member
Customer name or contact details
Dynamic content improves clarity and reduces the need for follow-up investigation.
Common Use Cases
Appointment status tracking
Automatically log notes when an appointment is confirmed, rescheduled, or completed.
Webhook-driven updates
Store external system updates, such as payment or scheduling platform data, inside appointment notes.
Internal follow-up documentation
Add structured notes for internal teams after customer interactions.
Audit and compliance records
Maintain a reliable history of appointment-related activity.
Common Issues and Fixes
Note not created
Ensure the appointment ID and body are present when using inbound webhooks.
Webhook note truncated
Verify the incoming body content does not exceed 5,000 characters.
Note linked to wrong appointment
Confirm the appointment ID passed in the webhook matches an existing appointment.
FAQs
Can I edit or delete appointment notes created by workflows?
Yes. Notes created by workflows can be edited or deleted manually, depending on user permissions.
Is there a limit to how many notes an appointment can have?
There is no enforced limit on the number of notes per appointment.
What happens if an appointment is rescheduled?
If the workflow includes appointment status triggers, new notes will be added based on the updated event.
Can I combine this action with other workflow actions?
Yes. Create Appointment Note is commonly used with actions such as Send Email, Update Contact, or Create Task.