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Using Appointment-Based Workflow Triggers & Waits

LeadCenter.AI’s workflow system allows you to automate actions based on newly created appointments. With the Appointment Created trigger and the appointment-based Wait node, you can build workflows that send reminders, prepare clients, and automate follow-ups relative to the appointment time.

Appointment Created Trigger

The Appointment Created trigger starts a workflow automatically whenever a new appointment is added to your calendar.

• Triggers only when a new appointment is created.
• Recurring appointments, exceptions, and past appointments are excluded.
• The appointment and its associated contact are automatically available to all workflow nodes.
• You can apply Appointment Filters or Contact Filters to ensure the workflow runs only for specific appointments.

Understanding Appointment-Based Waits

The Wait node allows you to pause workflow execution until a specific moment relative to the appointment. This is ideal for reminders, preparation tasks, or follow-up actions.

• Wait before appointment (e.g., 1 hour before)
• Wait after appointment (e.g., 2 hours after)

These waits depend entirely on the appointment’s scheduled time.

How the Wait Node Behaves With and Without Appointment Triggers

The Wait node behaves differently depending on whether a workflow begins with an appointment trigger or a non-appointment trigger.

With Appointment Created Trigger

• The Wait node becomes appointment-aware.
• You can use “Wait before appointment” and “Wait after appointment.”
• The wait time is calculated from the appointment’s start time.

Example: If the appointment is at 3:00 PM and your wait is “15 minutes before appointment,” the workflow continues at 2:45 PM—no matter when the appointment was created.

Key Benefit: Timed reminders and follow-ups always send at the right moment.

With Any Other Trigger (Form Submission, Contact Created, etc.)

• The Wait node behaves as a regular wait.
• Only standard options appear (e.g., Wait 1 hour, Wait 3 days).
• The wait is calculated from the moment the workflow reaches the Wait node.

Example: If the workflow reaches “Wait 1 hour” at 2:00 PM, it resumes at 3:00 PM.

Key Difference: Regular waits are based on current time. Appointment-based waits are based on the appointment time.

Using Filters with Appointment-Based Workflows

Filters allow you to control which appointments should trigger workflow actions.

Appointment Filters

• Category — Consultation, Review, etc.
• Start Time — e.g., after 9:00 AM
• End Time
• Location / Meeting Type — Virtual, In-person, Phone
• Appointment Properties

Note: Appointment Filters can only be used with the Appointment Created trigger.

Contact Filters

• Stage or status
• Contact category or tags
• Custom fields
• Personal or demographic data

Tip: Use Contact Filters to target VIP clients, new leads, or other segmented groups.

What Happens When an Appointment Is Canceled?

If an appointment is canceled while the workflow is waiting at an appointment-based Wait node:

• The workflow stops immediately.
• Remaining actions are discarded.
• No reminders or follow-up messages will be sent.

Important: This only applies to appointment-based waits.

What Happens When Appointment Time Changes?

If the appointment time is updated, LeadCenter recalculates any active appointment-based waits.

• The wait automatically shifts to match the new appointment time.

Example: A workflow waiting for “1 hour before appointment” will adjust itself if the meeting is rescheduled.

Note: Only active waits are updated. Past nodes are not affected.

Best Practices for Appointment Workflows

• Use appointment-based waits for reminders and preparation tasks.
• Use Appointment Filters to restrict automation to specific types of meetings.
• Use Contact Filters to target specific client types.
• Test workflows with canceled/rescheduled appointments.

Common Use Cases

• Appointment Reminders: Automatically send reminders before confirmed appointments.
• Preparation Instructions: Send documents or instructions before a meeting.
• Follow-Up Tasks: Automate tasks after consultations.
• VIP Client Prep: Send premium content ahead of VIP meetings.

Need Assistance?

For help setting up appointment-triggered workflows, contact LeadCenter Support at support@leadcenter.ai.