We have divided the community post into two halves. In the first half, we will show how to automate the appointment status to Completed. This action ensures that emails are automatically triggered after the appointment is completed. In the second half, we will explore how to add and prefill the feedback form in your customer emails. This will allow you to efficiently gather feedback from customers.

In an effort to streamline the entire process, we're merging both topics into a single post. This aims to automate updating the appointment status to completed, triggering the completion email to customers, and seamlessly integrating our Zoho Survey form for actively collecting valuable feedback.

Currently, updating an appointment's status to Completed is a manual process in Zoho Bookings. However, with our new workaround, you can now streamline this task through automation. We've included steps below that will make it so that once an appointment has ended, its status will automatically switch to Completed.  

Note that if you mark an appointment as No show, your selection will not be overwritten by this new workaround. 

Other helpful links for this process:

For example, let's consider extending the remaining actions by an extra 5 minutes. This extension grants you additional time to update the appointment status. 

1. From the Logic tab, drag and drop another Delay action to the bottom of the first Delay action.

2. Click on the edit icon next to the Delay function.

3. In the Delay For column, set the desired extra time based on your preference. If going by our proposed example, we'd configure an additional 5 minutes.

For more details: Delay

5. Click Create to open the Deluge script page, where we will enter our code for execution.

Please configure the below code in the Deluge script page.  

Code Link

If you're interested, here is a brief explanation of the code:

Line 1: To pass the input data below to the code.

Line 3: Set up the API endpoint URL based on the Zoho Bookings account's data center.

Line 3–12: We utilize the Get Appointment API' to retrieve the appointment details. For more details: Get Appointment API

Line 13: Here, we're fetching the status of the respective appointment from the response of the Get Appointment API.

Line 15: Implement an 'if' condition to execute the code only if the appointment status is not No show.

Line 16–27: In this step, we utilize the 'Update Appointment API to mark the appointment status as Completed' when the condition specified in line 15 of the code is met.

This is how the final flow will look:

Ensuring a seamless and positive customer experience is a top priority for every appointment. An integral part of this process involves gathering feedback from customers after the appointment's completion. This valuable feedback not only helps understand their sentiments but also provides insights for continuous improvement. 

Let's explore how to leverage Zoho Survey to collect valuable feedback from customers. Additionally, we'll delve into the process of pre populating survey fields with the customer's name extracted from the appointment.

You have the option to create a new survey from scratch or choose from templates or existing surveys.

For more details, refer to: Create a Survey.

As an example, let's use the Customer Feedback Survey from the templates.

To enhance your survey experience, you have the flexibility to edit the survey form and select specific fields for inclusion.

Once we have the Zoho Survey URL, we'll need to match the configured parameter name and variables from the Zoho Bookings email notifications. These variables play a crucial role in dynamically fetching customer information and populating it in the Zoho Survey form.

For details about variables in Zoho Bookings email notifications, refer to this link: Pre-defined variables

To enable the automatic sending of the Zoho Survey URL to customers upon updating the appointment status to Completed, follow these steps in the Zoho Bookings application:

For one-on-one services:

1. Click on Service in the top left corner.

2. Select the desired one-on-one service.

3. Choose Service Notifications.

4. Navigate to the For Customers tab.

5. Click Customize next to the Mark As Completed' trigger to access the email content.