{"id":36547,"date":"2023-02-22T20:39:39","date_gmt":"2023-02-22T20:39:39","guid":{"rendered":"https:\/\/crocoblock.com\/knowledge-base\/?post_type=features&#038;p=36547"},"modified":"2026-03-18T10:53:00","modified_gmt":"2026-03-18T10:53:00","slug":"appointment-workflows-overview","status":"publish","type":"features","link":"https:\/\/crocoblock.com\/knowledge-base\/features\/appointment-workflows-overview\/","title":{"rendered":"Appointment Workflows"},"content":{"rendered":"\n<p>When an appointment is set up, several actions may accompany it. To set an email sending, schedule a Zoom meeting, or make other complex connections, the <a href=\"https:\/\/crocoblock.com\/plugins\/jetappointment\/\" target=\"_blank\" rel=\"noreferrer noopener\"><em>JetAppointment<\/em><\/a><em> <\/em>plugin can be used.<\/p>\n\n\n\n<p>Once <em>JetAppointment <\/em>is installed and activated, the <strong><em>WordPress Dashboard &gt; Appointments &gt; Settings <\/em><\/strong>should be opened.<\/p>\n\n\n\n<div class=\"wp-block-image aligncenter size-large is-resized\"><a href=\"https:\/\/crocoblock.com\/knowledge-base\/wp-content\/uploads\/2025\/11\/jetappointment-workflows-tab.webp\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"640\" src=\"https:\/\/crocoblock.com\/knowledge-base\/wp-content\/uploads\/2025\/11\/jetappointment-workflows-tab-1024x640.webp\" alt=\"jetappointment workflows tab\" class=\"wp-image-50148\" style=\"width:837px;height:auto\" srcset=\"https:\/\/crocoblock.com\/knowledge-base\/wp-content\/uploads\/2025\/11\/jetappointment-workflows-tab-1024x640.webp 1024w, https:\/\/crocoblock.com\/knowledge-base\/wp-content\/uploads\/2025\/11\/jetappointment-workflows-tab-300x188.webp 300w, https:\/\/crocoblock.com\/knowledge-base\/wp-content\/uploads\/2025\/11\/jetappointment-workflows-tab-768x480.webp 768w, https:\/\/crocoblock.com\/knowledge-base\/wp-content\/uploads\/2025\/11\/jetappointment-workflows-tab-1536x960.webp 1536w, https:\/\/crocoblock.com\/knowledge-base\/wp-content\/uploads\/2025\/11\/jetappointment-workflows-tab-600x375.webp 600w, https:\/\/crocoblock.com\/knowledge-base\/wp-content\/uploads\/2025\/11\/jetappointment-workflows-tab.webp 1824w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" \/><\/a><\/div>\n\n\n\n<ul>\n<li><strong>Active <\/strong>\u2014 a switcher that should be enabled to activate the set workflow;<\/li>\n\n\n\n<li><strong>New Workflow Item <\/strong>\u2014 a button that should be set to adjust the appointment workflow.<\/li>\n<\/ul>\n\n\n\n<p>Generally, a workflow is a set of actions performed in response to specific triggers.&nbsp;<\/p>\n\n\n\n<p>For instance, let\u2019s check the first workflow as an example. Immediately after the appointment is created, an email can be sent to the service provider, allowing users to confirm the appointment by clicking on the specific link.&nbsp;<\/p>\n\n\n\n<p>The second workflow is executed after the users approval (\u201cAppointment Status Changed\u201d Event); the user receives a notification about the scheduled Zoom call, along with a link to the conference. Additionally, the user receives a reminder the day before the call.<\/p>\n\n\n\n<p>That\u2019s how multiple workflows for appointments can be set.<\/p>\n\n\n\n<p>To set it up, the \u201c<strong>New Workflow Item<\/strong>\u201d button should be clicked so the <strong>Event<\/strong> and <strong>Start<\/strong> fields appear.&nbsp;<\/p>\n\n\n\n<div class=\"wp-block-image aligncenter size-large\"><a href=\"https:\/\/crocoblock.com\/knowledge-base\/wp-content\/uploads\/2025\/11\/event-added.webp\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"640\" src=\"https:\/\/crocoblock.com\/knowledge-base\/wp-content\/uploads\/2025\/11\/event-added-1024x640.webp\" alt=\"event added\" class=\"wp-image-50149\" srcset=\"https:\/\/crocoblock.com\/knowledge-base\/wp-content\/uploads\/2025\/11\/event-added-1024x640.webp 1024w, https:\/\/crocoblock.com\/knowledge-base\/wp-content\/uploads\/2025\/11\/event-added-300x188.webp 300w, https:\/\/crocoblock.com\/knowledge-base\/wp-content\/uploads\/2025\/11\/event-added-768x480.webp 768w, https:\/\/crocoblock.com\/knowledge-base\/wp-content\/uploads\/2025\/11\/event-added-1536x960.webp 1536w, https:\/\/crocoblock.com\/knowledge-base\/wp-content\/uploads\/2025\/11\/event-added-600x375.webp 600w, https:\/\/crocoblock.com\/knowledge-base\/wp-content\/uploads\/2025\/11\/event-added.webp 1824w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" \/><\/a><\/div>\n\n\n\n<p>Let\u2019s look at the <strong>Event <\/strong>options. They are associated with the life cycle of the appointment:&nbsp;<\/p>\n\n\n\n<ul>\n<li><strong>Appointment Created <\/strong>\u2014 an option that should be set to trigger the workflow once the appointment has been created;<\/li>\n\n\n\n<li><strong>Appointments Group Created (Multi Booking) <\/strong>\u2014 an option that should be set to apply the workflow once a group of appointments has been created during a multi-booking process;<\/li>\n\n\n\n<li><strong>Appointment Status Changed<\/strong> \u2014 an option that allows to select the status on which the action will be triggered.<\/li>\n<\/ul>\n\n\n\n<p>The <strong>Start <\/strong>field offers the following options: \u201cImmediately\u201d, \u201cScheduled before appointment\u201d, and \u201cScheduled after appointment.\u201d<\/p>\n\n\n\n<p>The <strong>Prevent execution on Appointments group creation <\/strong>toggle appears when the \u201cAppointment Created\u201d or \u201cAppointment Status Changed\u201d<strong> <\/strong>event is selected. When activated, it prevents the action from running when the appointment is a part of the group.&nbsp;<\/p>\n\n\n\n<p>If multi-booking is enabled and a group of appointments is booked with this option, the workflow will not be executed for the group. However, with a single appointment with this option enabled, the workflow will still be executed.&nbsp;<\/p>\n\n\n\n<p>The <strong>New Status <\/strong>field appears when the \u201cAppointment Status Changed\u201d<strong> <\/strong>event is selected. The required status should be set to trigger the action.<\/p>\n\n\n\n<p>If the scheduled action is selected, one can specify the <strong>Days before<\/strong>. Complete the field with the number so the action will be enabled in the set number of days before the appointment.<\/p>\n\n\n\n<div class=\"wp-block-image aligncenter size-large\"><a href=\"https:\/\/crocoblock.com\/knowledge-base\/wp-content\/uploads\/2025\/11\/workflows-days-before-field.webp\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"640\" src=\"https:\/\/crocoblock.com\/knowledge-base\/wp-content\/uploads\/2025\/11\/workflows-days-before-field-1024x640.webp\" alt=\"workflows days before field\" class=\"wp-image-50150\" srcset=\"https:\/\/crocoblock.com\/knowledge-base\/wp-content\/uploads\/2025\/11\/workflows-days-before-field-1024x640.webp 1024w, https:\/\/crocoblock.com\/knowledge-base\/wp-content\/uploads\/2025\/11\/workflows-days-before-field-300x188.webp 300w, https:\/\/crocoblock.com\/knowledge-base\/wp-content\/uploads\/2025\/11\/workflows-days-before-field-768x480.webp 768w, https:\/\/crocoblock.com\/knowledge-base\/wp-content\/uploads\/2025\/11\/workflows-days-before-field-1536x960.webp 1536w, https:\/\/crocoblock.com\/knowledge-base\/wp-content\/uploads\/2025\/11\/workflows-days-before-field-600x375.webp 600w, https:\/\/crocoblock.com\/knowledge-base\/wp-content\/uploads\/2025\/11\/workflows-days-before-field.webp 1824w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" \/><\/a><\/div>\n\n\n\n<p>Once the workflow is added, the actions can be adjusted. To add an action, the \u201c<strong>New Action<\/strong>\u201d button should be pressed.<\/p>\n\n\n\n<p>The <strong>Action <\/strong>set by default is \u201cSend Email.\u201d<\/p>\n\n\n\n<p>Let\u2019s examine the settings that are common to all actions:<\/p>\n\n\n\n<div class=\"wp-block-image aligncenter size-large\"><a href=\"https:\/\/crocoblock.com\/knowledge-base\/wp-content\/uploads\/2025\/11\/send-email-action.webp\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"640\" src=\"https:\/\/crocoblock.com\/knowledge-base\/wp-content\/uploads\/2025\/11\/send-email-action-1024x640.webp\" alt=\"send email action\" class=\"wp-image-50151\" srcset=\"https:\/\/crocoblock.com\/knowledge-base\/wp-content\/uploads\/2025\/11\/send-email-action-1024x640.webp 1024w, https:\/\/crocoblock.com\/knowledge-base\/wp-content\/uploads\/2025\/11\/send-email-action-300x188.webp 300w, https:\/\/crocoblock.com\/knowledge-base\/wp-content\/uploads\/2025\/11\/send-email-action-768x480.webp 768w, https:\/\/crocoblock.com\/knowledge-base\/wp-content\/uploads\/2025\/11\/send-email-action-1536x960.webp 1536w, https:\/\/crocoblock.com\/knowledge-base\/wp-content\/uploads\/2025\/11\/send-email-action-600x375.webp 600w, https:\/\/crocoblock.com\/knowledge-base\/wp-content\/uploads\/2025\/11\/send-email-action.webp 1824w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" \/><\/a><\/div>\n\n\n\n<ul>\n<li><strong>Action name <\/strong>\u2014 set the name for the current action to identify it visually in the actions list;<\/li>\n\n\n\n<li><strong>Action <\/strong>\u2014 select the desired action.<\/li>\n<\/ul>\n\n\n\n<p>Other settings appear if the \u201cSend Email\u201d <strong>Action <\/strong>is set:<\/p>\n\n\n\n<ul>\n<li><strong>Email to <\/strong>\u2014 the recipient of the email;<\/li>\n\n\n\n<li><strong>Email Subject <\/strong>\u2014 the subject of the sent email;<\/li>\n\n\n\n<li><strong>Sent from email <\/strong>\u2014 the address displayed as \u201cFrom address\u201d;<\/li>\n\n\n\n<li><strong>Sent from name <\/strong>\u2014 the name of the sender;<\/li>\n\n\n\n<li><strong>Email message <\/strong>\u2014 the message the recipient is to get.<\/li>\n<\/ul>\n\n\n\n<p>Also, the \u201c<strong>Dynamic tag<\/strong>\u201d button can be pushed next to some of the fields.\u00a0<\/p>\n\n\n\n<div class=\"wp-block-image aligncenter size-large\"><a href=\"https:\/\/crocoblock.com\/knowledge-base\/wp-content\/uploads\/2026\/03\/dynamic-tag-button-in-the-settings.webp\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"640\" src=\"https:\/\/crocoblock.com\/knowledge-base\/wp-content\/uploads\/2026\/03\/dynamic-tag-button-in-the-settings-1024x640.webp\" alt=\"dynamic tag button in the settings\" class=\"wp-image-51259\" srcset=\"https:\/\/crocoblock.com\/knowledge-base\/wp-content\/uploads\/2026\/03\/dynamic-tag-button-in-the-settings-1024x640.webp 1024w, https:\/\/crocoblock.com\/knowledge-base\/wp-content\/uploads\/2026\/03\/dynamic-tag-button-in-the-settings-300x188.webp 300w, https:\/\/crocoblock.com\/knowledge-base\/wp-content\/uploads\/2026\/03\/dynamic-tag-button-in-the-settings-768x480.webp 768w, https:\/\/crocoblock.com\/knowledge-base\/wp-content\/uploads\/2026\/03\/dynamic-tag-button-in-the-settings-1536x960.webp 1536w, https:\/\/crocoblock.com\/knowledge-base\/wp-content\/uploads\/2026\/03\/dynamic-tag-button-in-the-settings-600x375.webp 600w, https:\/\/crocoblock.com\/knowledge-base\/wp-content\/uploads\/2026\/03\/dynamic-tag-button-in-the-settings.webp 1824w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" \/><\/a><\/div>\n\n\n\n<p>With the presented macros, one can add appointment date and time, links, related meta, IDs, price, and other data.<\/p>\n\n\n\n<p>Some macros can be used to retrieve the needed data dynamically. Check how to do it on the <a href=\"https:\/\/crocoblock.com\/knowledge-base\/articles\/how-to-integrate-zoom-calls-with-appointments-and-receive-gmail-notifications\/#set-zoom-workflows\" target=\"_blank\" rel=\"noreferrer noopener\">Zoom integration example<\/a>.<\/p>\n\n\n\n<div class=\"wp-block-image aligncenter size-large\"><a href=\"https:\/\/crocoblock.com\/knowledge-base\/wp-content\/uploads\/2026\/03\/dynamic-tags-in-workflows-tab.webp\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"640\" src=\"https:\/\/crocoblock.com\/knowledge-base\/wp-content\/uploads\/2026\/03\/dynamic-tags-in-workflows-tab-1024x640.webp\" alt=\"dynamic tags in workflows tab\" class=\"wp-image-51261\" srcset=\"https:\/\/crocoblock.com\/knowledge-base\/wp-content\/uploads\/2026\/03\/dynamic-tags-in-workflows-tab-1024x640.webp 1024w, https:\/\/crocoblock.com\/knowledge-base\/wp-content\/uploads\/2026\/03\/dynamic-tags-in-workflows-tab-300x188.webp 300w, https:\/\/crocoblock.com\/knowledge-base\/wp-content\/uploads\/2026\/03\/dynamic-tags-in-workflows-tab-768x480.webp 768w, https:\/\/crocoblock.com\/knowledge-base\/wp-content\/uploads\/2026\/03\/dynamic-tags-in-workflows-tab-1536x960.webp 1536w, https:\/\/crocoblock.com\/knowledge-base\/wp-content\/uploads\/2026\/03\/dynamic-tags-in-workflows-tab-600x375.webp 600w, https:\/\/crocoblock.com\/knowledge-base\/wp-content\/uploads\/2026\/03\/dynamic-tags-in-workflows-tab.webp 1824w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" \/><\/a><\/div>\n\n\n\n<p>Another action to check is the \u201cCall a Webhook\u201d option. This action should be used to create more complicated workflows by using <a href=\"https:\/\/www.make.com\/en\" target=\"_blank\" rel=\"noreferrer noopener nofollow\">Make<\/a> (formerly Integromat) and <a href=\"https:\/\/zapier.com\/\" target=\"_blank\" rel=\"noreferrer noopener nofollow\">Zapier<\/a> services.&nbsp;<\/p>\n\n\n\n<p>Here, one field is presented where the <strong>Webhook URL <\/strong>should be pasted, the one<strong> <\/strong>received once the services mentioned earlier are set up.<\/p>\n\n\n\n<div class=\"wp-block-image aligncenter size-large\"><a href=\"https:\/\/crocoblock.com\/knowledge-base\/wp-content\/uploads\/2025\/11\/call-a-webhook-action.webp\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"640\" src=\"https:\/\/crocoblock.com\/knowledge-base\/wp-content\/uploads\/2025\/11\/call-a-webhook-action-1024x640.webp\" alt=\"call a webhook action\" class=\"wp-image-50154\" srcset=\"https:\/\/crocoblock.com\/knowledge-base\/wp-content\/uploads\/2025\/11\/call-a-webhook-action-1024x640.webp 1024w, https:\/\/crocoblock.com\/knowledge-base\/wp-content\/uploads\/2025\/11\/call-a-webhook-action-300x188.webp 300w, https:\/\/crocoblock.com\/knowledge-base\/wp-content\/uploads\/2025\/11\/call-a-webhook-action-768x480.webp 768w, https:\/\/crocoblock.com\/knowledge-base\/wp-content\/uploads\/2025\/11\/call-a-webhook-action-1536x960.webp 1536w, https:\/\/crocoblock.com\/knowledge-base\/wp-content\/uploads\/2025\/11\/call-a-webhook-action-600x375.webp 600w, https:\/\/crocoblock.com\/knowledge-base\/wp-content\/uploads\/2025\/11\/call-a-webhook-action.webp 1824w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" \/><\/a><\/div>\n\n\n\n<p>The last action is \u201cCreate Zoom Meeting.\u201d It refers to the Zoom integration that can be set up in the <strong>Integrations <\/strong>tab of the plugin settings.<\/p>\n\n\n\n<p>Additionally, the <a href=\"https:\/\/crocoblock.com\/knowledge-base\/articles\/how-to-integrate-zoom-calls-with-appointments-and-receive-gmail-notifications\/#set-zoom-workflows\" target=\"_blank\" rel=\"noreferrer noopener\">Zoom and <em>JetAppointment <\/em>integration to get Gmail notifications<\/a> about upcoming appointments can be adjusted.<\/p>\n\n\n<div class=\"note-banner d-flex border-bold border-jetthemecore rounded overflow-hidden p-20\"><div class=\"mr-12\"><svg width=\"24\" height=\"24\" viewBox=\"0 0 24 24\" fill=\"none\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\"><path d=\"M9 21C9 21.5 9.4 22 10 22H14C14.6 22 15 21.5 15 21V20H9V21ZM12 2C8.1 2 5 5.1 5 9C5 11.4 6.2 13.5 8 14.7V17C8 17.5 8.4 18 9 18H15C15.6 18 16 17.5 16 17V14.7C17.8 13.4 19 11.3 19 9C19 5.1 15.9 2 12 2Z\" fill=\"#F2D23C\"\/><\/svg><\/div><div class=\"d-flex flex-column\"><div class=\"text-900 mb-12\">Things to know<\/div><p class=\"m-0\">Multiple workflows and actions can be set up if needed.<\/p><\/div><\/div>\n\n\n\n<div class=\"wp-block-image aligncenter size-large\"><a href=\"https:\/\/crocoblock.com\/knowledge-base\/wp-content\/uploads\/2026\/03\/create-zoom-meeting-action-1.webp\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"640\" src=\"https:\/\/crocoblock.com\/knowledge-base\/wp-content\/uploads\/2026\/03\/create-zoom-meeting-action-1-1024x640.webp\" alt=\"create zoom meeting action\" class=\"wp-image-51262\" srcset=\"https:\/\/crocoblock.com\/knowledge-base\/wp-content\/uploads\/2026\/03\/create-zoom-meeting-action-1-1024x640.webp 1024w, https:\/\/crocoblock.com\/knowledge-base\/wp-content\/uploads\/2026\/03\/create-zoom-meeting-action-1-300x188.webp 300w, https:\/\/crocoblock.com\/knowledge-base\/wp-content\/uploads\/2026\/03\/create-zoom-meeting-action-1-768x480.webp 768w, https:\/\/crocoblock.com\/knowledge-base\/wp-content\/uploads\/2026\/03\/create-zoom-meeting-action-1-1536x960.webp 1536w, https:\/\/crocoblock.com\/knowledge-base\/wp-content\/uploads\/2026\/03\/create-zoom-meeting-action-1-600x375.webp 600w, https:\/\/crocoblock.com\/knowledge-base\/wp-content\/uploads\/2026\/03\/create-zoom-meeting-action-1.webp 1824w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" \/><\/a><\/div>\n\n\n\n<p>That\u2019s all about customizing the appointments\u2019 workflows on the WordPress website by using the <em>JetAppointment <\/em>plugin.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Look through the Workflows settings tab as part of the JetAppointment plugin functionality on your WordPress website. Customize the appointments\u2019 workflows according to your needs.<\/p>\n","protected":false},"author":12,"template":"","format":"standard","builder-category":[],"feature-category":[541],"article-category":[455],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v20.9 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Appointment Workflows Overview \u2014 JetAppointment | Crocoblock<\/title>\n<meta name=\"description\" content=\"Look through the Workflows settings tab as part of the JetAppointment plugin functionality on your WordPress website. 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