How do I book appointments automatically with a workflow?

The Book Appointment workflow action creates an appointment on a calendar when something happens, such as a family submitting a website form asking for a callback. It books the time while interest is high, without anyone on your team lifting a finger.

Set it up

1. Go to Automations, click Create New Workflow and choose Start From Scratch.
2. Add a trigger, such as Form Submitted.
3. Click Add Action, choose Book Appointment and give it a clear name, such as "Book intake call".
4. Choose the Calendar that should receive the booking.
5. Choose the team member:
   • Calendar Default follows the calendar's own rules, such as round robin.
   • Or pick a specific member to send every booking to one person.
6. Set the appointment date and time:
   • Standard uses one fixed date and time.
   • Dynamic pulls the date and time from the trigger, such as a "preferred date" field on your form.
7. Save the action and publish the workflow.

Date and time formats

For dynamic times, the incoming date must be in a supported format, for example 12-21-2026 08:30 AM or 21-OCT-2026 08:30 AM. If your form uses a different format, add a Date Time Formatter action before Book Appointment to convert it.

Availability and the override setting

• With Override availability off, the workflow checks the calendar first. If no one is free at that time, no appointment is created.
• With it on, the appointment is booked no matter what. Use this sparingly, because it can double book your team.

Handle bookings that fail

Add an If/Else step after Book Appointment and check Appointment booked successfully. On the "true" branch, send a confirmation. On the "false" branch, create a task for your intake coordinator to call the family and find another time.

Limitation

Calendars with Recurring turned on cannot be used with the Book Appointment action.

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