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.

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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.

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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”).

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3. How to Create a Workflow

Step 1: Navigate to the Workflow Builder

1. Go to Workflows in your DitCal dashboard.

2. 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

1. Review your workflow configuration.

2. Click Save and toggle the workflow to Active status.

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4. Example Workflows

a. Booking Confirmation

• Trigger: Booking Created

• Actions:

  1. Send a confirmation email to the attendee.

b. Meeting Reminder

• Trigger: Booking Created

• Actions:

  1. Send an email reminder to the attendee 24 hours before the meeting.

  2. Notify the host 1 hour before the meeting.

c. Post-Meeting Follow-Up

• Trigger: Booking Completed

• Actions:

  1. Send a thank-you email to the attendee with next steps or a feedback form.

  2. Update the lead’s status in your CRM.

d. No-Show Handling

• Trigger: Booking Missed

• Actions:

  1. Send an email to the attendee to reschedule.

  2. Notify the host to follow up.

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5. Managing Workflows

Edit or Update Workflows

1. Navigate to Workflows.

2. Click Edit next to the workflow you want to modify.

3. Update triggers, actions, or timing as needed.

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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.

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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.

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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! 🚀