This article is one step from our Master Help Guide: All About Calendars. We recommend starting with the visual walkthrough video and examples inside the Master Help Guide before diving into the technical setup below.
Each Master Help Guide acts as your project plan - teaching you the feature, laying out the steps in the right order, and linking to every resource you’ll need along the way.
This guide is perfect if you're looking to:
Tag contacts who book through certain calendars
Search, filter and segment your list based on appointment history
Create a workflow that's triggered by a calendar booking
As an optional step in setting up your calendars, you can create a simple workflow that automatically adds a tag to every contact who books an appointment with you. This keeps your contacts organised and makes it easy to segment clients, build smart lists, and trigger automations in the future.
By tagging contacts as soon as they book, you’ll always have a clear record of which calendar they came from, keeping your backend streamlined and easy to manage.
From the Ivorey™ main menu, go to [Workflows] > click on the [Workflow Templates] folder > and the [Appointments] folder
Click the [⋮] three dots next to the Appointment Booked: Calendar Name workflow template > and select [Duplicate workflow]
Open the copy of the workflow > and edit the workflow name, at the top, with your calendar name for easy identification
At the top, click on the trigger [Customer Booked an Appointment] > click the [Add Filters] button > select 'In calendar' from the drop-down menu > select your calendar > and click [Save Trigger]
Click on the [Add Tag - Booked] action to edit it > select a tag from the drop-down, if you have already created one, or type in the new tag name (e.g. "booked - discovery call") > click the [+ Add New Tag] button > and click [Save Action]
Click on the [Internal Notification] action to edit it > select the Type of Notification you prefer, from the drop-down > edit the Message as needed > and set the User type for who should receive this notification
Note: If you’ve already configured an internal notification in your calendar settings, you can click the [⋯] three dots on this action > and Delete it.
Click the [+] button, to add any additional actions that you want to happen, after someone books this appointment (e.g. create a task, or update a pipeline)
At the top right corner of your screen, toggle the workflow to [Publish] > click the [Save] button
Repeat the steps to create a workflow for each calendar so they each get a unique tag
Helpful Tip: If you have multiple calendars and you want to create unique tags based on appointment type, create your first workflow and then duplicate it to save time. For each new workflow, just swap out the calendar selected in the trigger filter and adjust the tag.
Hit the support chat widget inside Ivorey™ - we can:
Upload the templates to your account, if you can’t find them
Walk you through any of the steps
Troubleshoot anything that’s not working
We’re here and ready to help via the chat widget in the bottom right of your Ivorey™ account. Or if you are looking for done-for-you support, you can browse our current services here 🤍
