Workflow Automation in Book24Seven | Manage Notifications, Actions & Triggers

If you want to automate repetitive actions and streamline your booking operations, Book24Seven’s Workflow Management feature makes it simple. You can create automated workflows that trigger emails, or other actions based on events like new bookings, cancellations, or completed appointments. By using workflow automation in an online booking system, you save time, reduce errors, and keep both customers and staff informed effortlessly.

What Are Workflows in Book24Seven?

Workflows are trigger-based automation rules. When a specific event (trigger) occurs, Book24Seven automatically performs predefined actions like sending emails or updating records.

Benefits of Using Workflow Automation

• Save time by eliminating manual tasks
• Reduce no-shows with automated reminders
• Send professional, consistent communication
• Customize notifications per service, staff, or location

How to Create a Workflow in Book24Seven

Step 1: Open the Workflow Management Panel

• Log in to your Book24Seven Dashboard
• Click on Workflows from the sidebar

Step 2: Create a New Workflow

Click the “Create new workflow” button at the top.

Step 3: Name Your Workflow and Set the Trigger

• Give your workflow a clear and descriptive name (e.g., “New Appointment – Customer Confirmation”).
• Choose a trigger (When This Happens)— this is the event that activates the workflow.

Common Workflow Triggers

• Appointment booked
• Appointment rescheduled
• Appointment status changed
• Appointment starts or ends
• Appointment paid
• New customer created (via booking or sign-up)
• Password reset or forgot password
• New donation (if using the Donations feature)

Step 4: Define Actions to Automate

Actions (Do this) are what the system does when the workflow is triggered. You can add one or multiple actions per workflow.

Available Workflow Actions

• Send email
• Update appointment status
• Attach files like invoices (requires add-ons)

Writing and Customizing Notification Content

When creating a workflow action to send an email:

Message Options and Templates

• Choose the recipient (Customer, Staff, or Custom email)
• Write and format your message:
  • Bold, italic, underline
  • Font color, background color
  • Bullet or number lists
  • Tables and images
  • HTML editor mode for custom layouts
• Use keywords (dynamic placeholders) like:
  • {customer_name}, {appointment_time}, {customer_password}
• 💡 Tip: Use the “Save & Test” button to preview formatting (note: keywords won’t show real data in tests).

Attaching Files or Invoices

If you use options like Invoices, you can attach documents directly to your notifications. Perfect for sending receipts or summaries.

Automating Customer & Staff Notifications

Common Notification Types

• Appointment Confirmations – When a customer books
• Reminders – Before an appointment
• Cancellations – Alert both parties if canceled
• Reschedules – Notify if the time or date changes
• Follow-ups – Request feedback or reviews (via add-ons)
• Welcome Emails – When new customers sign up

Workflow Scheduling and Filtering Options

Each trigger can be customized for when and how the workflow runs.

Set Workflow Timing

• Run the workflow before or after the event
  • e.g., Send a reminder 24 hours before the appointment starts

Apply Workflow Filters

• Location
• Service
• Staff
• Appointment Status
• Source of Booking:
  • Backend only – If created by staff
  • Frontend only – If booked by customer online via the booking panel

Multi-Language (Locale) Support

Our booking panel is multilingual, use the Locale filter to send messages in the customer’s booking language (in most cases select “Any locale”, so no matter which language version your customer is using, they will get the notification)

Search, Organize, and Manage Workflows

As your workflow list grows, use the search bar and filter options on the main Workflows page to quickly find what you need.

Summary

The Workflow Management module in Book24Seven transforms your online booking system into a smart, automated process that:

• Sends the right messages at the right time
• Keeps staff and customers perfectly coordinated
• Reduces manual work and saves valuable admin time
• Supports flexible rules, filters, and formatting
• Integrates seamlessly with Invoices, Ratings, and Packages

With workflow management in an online booking system like Book24Seven, your business runs smoother, faster, and more efficiently.