Who This Is For / When to Use
Use this trigger if you need workflows to run when appointments are confirmed, canceled, completed, or changed, including reminders, follow-ups, tagging, notifications, or internal actions.
What the Appointment Status Trigger Does
The Appointment Status trigger enrolls a contact into a workflow when an appointment status event occurs.
This trigger evaluates:
Appointment type (normal or recurring)
Appointment status
Calendar
Contact tags
Who or what modified the appointment
Optional custom field conditions
How to Add the Appointment Status Trigger
Step 1: Create or Edit a Workflow
Navigate to Automations in the left sidebar.
Select Workflows.
Click Create Workflow, or open an existing workflow and choose Edit Workflow.
Step 2: Add a New Trigger
Inside the workflow builder, click Add New Trigger.
In the trigger selection panel, locate Appointments.
Select Appointment Status, or use search to find it.
Step 3: Configure the Appointment Status Trigger
Trigger Name (Optional)
You can rename the trigger for clarity inside the workflow builder.
This name is display-only
Renaming does not affect trigger behavior
Step 4: Configure Trigger Filters
Filters define which appointments qualify to start the workflow.
Event Type (Required)
You must select an Event Type:
Any – Triggers for all appointment types
Normal – Triggers only for non-recurring appointments
Recurring – Triggers only for recurring appointments
Appointment Status Is
Select one or more appointment statuses that should trigger the workflow.
If no status is selected, all statuses trigger the workflow
Optional Additional Filters
You may add any combination of the following:
Has Tag – Only triggers for contacts with specific tags
In Calendar – Limits trigger to a specific calendar
Created By / Modified By – API, User, Workflow, or Customer
Custom Fields – Any custom field condition available in your account
Step 5: Save the Trigger
Click Save Trigger in the bottom-right corner of the trigger panel.
Add Workflow Actions
Once the trigger is saved, add any workflow actions you want to run, such as:
Send email or SMS
Apply or remove tags
Create tasks
Notify users
Update contact fields
Pro Tip: A workflow can be published with no actions for testing or logging purposes.
Save and Publish the Workflow
Click Save in the top-right corner of the workflow builder.
Toggle the workflow from Draft to Publish.
Use Test Workflow to confirm correct behavior before going live.
Common Issues and Fixes
Workflow Does Not Trigger
Confirm Event Type is selected (required)
Verify the appointment status matches your filter
Check that the appointment belongs to the selected calendar
Confirm the contact meets all tag or custom field conditions
Workflow Triggers Too Often
Add a specific Appointment status is filter
Restrict to Normal or Recurring appointments
Use If/Else conditions inside the workflow to narrow execution
FAQ
What is the Appointment Status workflow trigger?
The Appointment Status trigger activates whenever an appointment status is created or updated, enrolling the associated contact into the workflow.
Do I have to select an appointment status?
No. If no status is selected, the workflow triggers for any appointment status change.
Can I limit the trigger to recurring appointments only?
Yes. Set Event Type to Recurring in the trigger filters.
Can I restrict the trigger to a specific calendar?
Yes. Use the In Calendar filter to limit the trigger to one calendar.
What does the “Modified By” filter control?
It restricts the trigger based on who or what changed the appointment:
API
User
Workflow
Customer
Can I use multiple filters together?
Yes. All filters are evaluated together, and all conditions must be met for the trigger to fire.
How do I handle different calendars in one workflow?
Use a single Appointment Status trigger, then add If/Else steps inside the workflow to route contacts based on which calendar the appointment belongs to.