Who This Is For / When to Use
This action is for teams that want to automate appointment creation from workflows, such as booking calls from form submissions, inbound webhooks, AI agents, or other automated triggers without manual scheduling.
What the Book Appointment Action Does
The Book Appointment action creates a calendar appointment inside Kyrios when a workflow reaches this step. It supports both standard (fixed) date and time values and dynamic values pulled from workflow triggers, such as inbound webhooks or form fields. This allows appointments to be scheduled automatically based on real-time data.
Where to Find the Book Appointment Action
The Book Appointment action is available inside the Workflow Builder.
Steps:
Go to Automations → Workflows.
Create a new workflow or open an existing one.
Click the + icon to add an action.
Select Book Appointment from the action list.
How to Configure the Book Appointment Action
Action Name
The Action Name is an internal label used to identify this step in the workflow. It does not affect the appointment itself.
Best practice: Use a descriptive name such as Book Demo Call or Schedule Onboarding Appointment.
Calendar Selection
The Calendar field determines which Kyrios calendar the appointment will be booked on.
Important notes:
The calendar controls availability rules, event duration, and assigned users.
The selected calendar must already exist in Calendars.
Start Date & Time (Standard vs Dynamic)
The Start Date & Time field defines when the appointment begins. This field supports two input modes: Standard and Dynamic.
Standard Time
Standard mode uses a fixed, manually entered date and time.
Use this option when the appointment should always be booked at the same time.
Example:
Dynamic Time
Dynamic mode pulls the appointment time from workflow data, such as an inbound webhook, form submission, or AI-driven event.
Use this option when the appointment time is provided dynamically by another system or trigger.
Example dynamic value:
{{inboundWebhookRequest.appointment_time}}
Supported formats include:
MM-DD-YYYY HH:MM
DD-MMM-YYYY HH:MM
Using Inbound Webhook Data for Appointment Time
When a workflow is triggered by an inbound webhook, appointment date and time values can be passed into the Book Appointment action.
This allows external systems to control scheduling inside Kyrios.
Typical use cases:
Booking appointments from third-party booking forms
Scheduling calls from external apps
AI agents creating appointments programmatically
Team Member Assignment
The Team Member field determines who owns the appointment.
Options:
Calendar Default: Uses the calendar’s default assignment rules.
Specific User: Assigns the appointment to a selected user.
Dynamic Assignment: Uses workflow data to assign a user automatically.
Override Availability
The Override Availability toggle allows appointments to be booked even if the selected time is marked as unavailable on the calendar.
When enabled:
The appointment is created without checking calendar availability.
Existing availability rules are ignored.
Use with caution to prevent double-booking.
Workflow Success and Failure Paths
The Book Appointment action outputs a success or failure status.
Recommended usage:
Use the Success path to send confirmations, reminders, or follow-up messages.
Use the Failure path to notify staff, log errors, or trigger fallback actions.
This ensures workflows respond correctly when booking fails due to invalid data or scheduling conflicts.
Common Issues and Fixes
Appointment Does Not Get Created
Cause: Invalid or improperly formatted date/time value.
Fix:
Confirm the date format matches supported formats.
Validate that dynamic values exist in the trigger payload.
Appointment Books at the Wrong Time
Cause: Time zone mismatch between the trigger data and the calendar.
Fix:
Ensure the incoming time value matches the calendar’s configured time zone.
Normalize times before passing them into the workflow.
Double-Booking Occurs
Cause: Override Availability is enabled.
Fix:
Disable Override Availability unless explicitly required.
Use calendar availability rules where possible.