Workflow
Workflows in DitCal empower you to automate and streamline the actions surrounding your scheduling process. From sending reminders and follow-ups to triggering external integrations, workflows ensure a smooth experience for both you and your attendees while saving time on repetitive tasks.
1. What is a Workflow?
A Workflow in DitCal is a series of automated steps triggered by specific booking actions, such as a new appointment being scheduled or a meeting being canceled. These workflows allow you to:
Notify attendees and team members.
Send reminders and confirmations.
2. Key Features of Workflows
a. Trigger-Based Actions
Workflows are initiated by specific triggers, such as:
New Booking: A meeting is scheduled.
Booking Rescheduled: The attendee changes their time slot.
Booking Canceled: An appointment is canceled.
Booking is pending payment: When a slot is reserved for a paid event but payment hasn't been made yet.
When a booking is paid: When a reserved slot is paid.
When a booking status is unpaid: When a reserved slot wasn't paid and the allowed reservation time got exhausted.
b. Time-Based Automations
Schedule actions relative to the booking time:
Before the Event: Send reminders or prepare materials (e.g., “2 hours before the meeting”).
After the Event: Send follow-ups or feedback forms (e.g., “24 hours after the meeting”).
3. How to Create a Workflow
Step 1: Navigate to the Workflow Builder
Go to Workflows in your DitCal dashboard.
Click New Workflow.
Step 2: Select a Trigger
Choose the event that will initiate the workflow:
Booking Created
Booking Rescheduled
Booking Canceled
Booking is pending payment
When a booking is paid
When a booking status is unpaid
Step 3: Add Actions
Define the steps to follow when the workflow is triggered:
Choose the action type (e.g., send an email, or SMS).
Configure action details, such as recipient, message content, or integration settings.
Step 4: Set Timing for Actions
Schedule each action to occur immediately, before the event, or after the event.
Step 5: Save and Activate
Review your workflow configuration.
Click Save and toggle the workflow to Active status.
4. Example Workflows
a. Booking Confirmation
Trigger: Booking Created
Actions:
Send a confirmation email to the attendee.
b. Meeting Reminder
Trigger: Booking Created
Actions:
Send an email reminder to the attendee 24 hours before the meeting.
Notify the host 1 hour before the meeting.
c. Post-Meeting Follow-Up
Trigger: Booking Completed
Actions:
Send a thank-you email to the attendee with next steps or a feedback form.
Update the lead’s status in your CRM.
d. No-Show Handling
Trigger: Booking Missed
Actions:
Send an email to the attendee to reschedule.
Notify the host to follow up.
5. Managing Workflows
Edit or Update Workflows
Navigate to Workflows.
Click Edit next to the workflow you want to modify.
Update triggers, actions, or timing as needed.
6. Use Cases for Workflows
Client Engagement
Automatically send personalized follow-ups to attendees after meetings.
Team Collaboration
Notify specific team members about important bookings or changes.
Sales and Marketing
Add booked attendees to email marketing campaigns or CRM pipelines.
Operational Efficiency
Trigger webhooks to sync booking data with external tools like Google Sheets or Zapier.
7. Tips for Effective Workflows
Start Simple: Begin with basic workflows and expand as your scheduling needs grow.
Test Before Launch: Use test bookings to ensure workflows function as expected.
Monitor Performance: Regularly review logs to confirm workflows are running smoothly.
Integrate Smartly: Leverage integrations with your favorite tools to maximize automation potential.
Workflows in DitCal transform your scheduling experience by automating repetitive tasks, reducing manual effort, and improving communication with attendees. Start building workflows today to save time and focus on what matters most! 🚀
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