Cancellations and reschedules arrive constantly via email, phone, and booking platforms, forcing staff to manually hunt through multiple systems to find the right appointment and client record.
Automation captures incoming requests, instantly locates the booking across all systems, updates calendars and records in sync, notifies the team, and confirms with the client. The result is faster processing, fewer errors, and better visibility into schedule changes.
The full workflow, from trigger to completion.
Request arrives via email, phone integration, or booking platform webhook. The automation platform captures the request and extracts client name, appointment date, and request type.
The automation parses the request text, identifies whether it is a cancellation or reschedule, extracts the new date if applicable, and flags any special notes or reasons.
The automation queries using the client name and original appointment date to retrieve the booking record, client history, and any linked notes.
The automation removes or updates the appointment, marking it as cancelled or rescheduled to the new time.
The automation logs the cancellation or reschedule, including status, reason, timestamp, and any extracted notes.
The automation sends a notification to the team channel and an email confirmation to the client with the updated status and new appointment time if applicable.
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