Approve or deny appointments based on criteria
Hey, community members!
Have you ever wondered how to automatically approve or deny appointments?
While we're still working on building that feature, we've got an alternative method to cancel appointments if they don't meet your specific criteria.
Let me share a recent client request as an example: Our customer has two types of services that are similar: One is for grown-ups and the other is for children. However, often adults mistakenly book these services without realizing that they are not intended for them. This results in unnecessary confusion for our customers, as they have to contact those who accidentally booked appointments and reschedule them, causing a significant amount of administrative work.
Here's how we helped our customer: We added a criteria field to the booking page (e.g., "What is your age?") Then, we automatically cancel appointments where the input age is greater than 15 and we'll even notify the grown-up client that their appointment has been canceled and guide them to book the appropriate service.
To make this happen, you'll need Zoho Bookings and the Zoho Flow Standard Plan.
Here's a simplified breakdown of the process in three steps:
Zoho Bookings will collect the criteria data and pass it to Zoho Flow.
In Zoho Flow, we'll configure a workflow to verify the validity of the data.
If the data is invalid, Zoho Flow will trigger a cancellation request to Zoho Bookings, resulting in the appointment being canceled.
Don't forget these additional steps: Edit the booking confirmation page and notification email to proactively inform customers that their booking maybe subject to cancellation.
Let's dive into the details together!!!
STEP 1: TO BE FOLLOWED IN ZOHO BOOKINGS APPLICATION:
1. Create a mandatory field in Zoho Bookings Forms.
A. For service booking form: Add Field
B. For workspace booking form: Add Field
NOTE: Workspace-level settings apply to group and resource bookings, while for One-on-One bookings, you will need to make the necessary changes within the specific One-on-One service settings.
At the end of step 1, let's say we have created a mandatory field called "What is your age?". Now the customers on the booking page will have to provide their age to book an appointment.
Additional Step:
Canceling an appointment without the customer's knowledge might affect the customer experience. Therefore, we should acknowledge the customers in every possible way.
Here are some tips:
A. We can use the 'Custom Redirection' feature to redirect customers to a custom page after they book an appointment, instead of the default booking confirmation page.
Here is how to change booking confirmation page: Booking Confirmation Page
Here is the sample custom page:
B. By using the "Terms and Conditions" check box, you can include the following message in the box: "This service is specifically designed for children under the age of 15. Bookings made by individuals above the age of 15 may be subject to cancellation". Customers will then need to check the box to confirm their agreement before completing their bookings, ensuring that they are aware of this policy.
More details:
- For Workspace: Terms and Conditions
- For Service: Terms and Conditions
STEP 2: TO BE FOLLOWED IN ZOHO FLOW APPLICATION
A: Log in and search the template
Sign in to Zoho Flow application and create a new flow using the create flow option.
Select App > search for Zoho Bookings in the search bar.
Select the "Appointment Booked" trigger.
Select "Connection" and "Variable" > Done.
How to create a flow in Zoho Flow: Create a flow from scratch
How to create connection in Zoho Flow application: Create a Connection
At the end of step A, we have created a new flow including Zoho Bookings application.
B: Set Variable
In the Logic option > Flow Control > Set Variable > Edit the variable
Name the variable and in the value provide the input in following format "${trigger.customer_more_info.get("What is your age?")} " > Click on done.
- How to set variable: Set Variable
NOTE: In Step 1, we created a multi-line field named "What is your age?" If you have instead created a single-line field without spaces (e.g., "Age?") on the booking page, the format for the field would be as follows:
Single line field format: ${trigger.customer_more_info.fieldname}
Multiple line field format: ${trigger.customer_more_info.get("fieldname")}
At the end of step B, we are fetching the output of the "Age" field from the Zoho Bookings form.
C: Create Condition
In the Logic option > Flow Control > Decision.
In the condition 1, configure as Set Variable(Age) > is not null.
- How to set decision: Set Decision
At the end of step C, we set up conditions to ensure that all bookings made through the Zoho Bookings application meet the requirements specified in the above conditions.
D: Custom Function
In the Logic option > Custom Functions > Create Function.
Configure function name, return type and input parameter.
Details on custom function: Custom Function
Reference below:
Below is the sample code which you can have for reference. You can configure and modify the code according to your specific requirements.
Code Explanation:
Line 1: To pass the input data below to the code
Age: This is used to verify and analyze the customer's input.
Customer Email: This is required to send an email notification to the customer in the event of an appointment cancellation.
Booking ID: This serves the purpose of identifying the specific booking that needs to be canceled using its unique booking ID.
Line 3: We are implementing an "if condition" to verify the customer's input. In this case, we will check if the entered age is greater than 15. If it meets this condition, the following loop will be executed.
Line 5 - 8: To update appointments, we are utilizing the Zoho Bookings API. Within the update appointment API, there are two mandatory fields that need to be included: BookingID and action (completed/cancel/noshow). In cases where the criteria are not met and an appointment needs to be canceled, we will pass the action field as "cancel".
Line 9 - 14: We are using invokeURL task for API calls. To know more about invokeURL task please refer to the following document: InvokeURL task for API calls
Line 16 - 21: We utilize the sendmail task to send an email to the customer when their appointment is canceled. Additionally, the Zoho Bookings application automatically sends a cancellation email to the customer in such cases. Therefore, you have the option to either use the sendmail task or rely on the default notification system to inform the customer about the cancellation of their booking.
This is what the final flow will look like:
Here is the demo video: In this demo video, we have showcased the behaviour of our setup configuration for different inputs from customers. One input satisfies the configured condition, while the other input does not meet the configured condition.
CONCLUSION:
In the preceding discussion, we have outlined a method for automatic appointment cancellation. You can use this document as a reference to explore the various possibilities that suit your needs.
In the upcoming posts, we will explore various scenarios and methods for updating the appointment status. Furthermore, we have covered the process of canceling an appointment after it has been booked.If you are wondering whether there is a way to verify customer inputs before booking an appointment, the answer is yes. We will delve into that topic in the next series.
As the above configuration may differ based on individual business requirements, we have provided a generic example for reference. If you have any questions or need assistance with configuration to align with your specific business needs, please email us at hello@zohobookings.com or support@zohobookings.com.
Access your files securely from anywhere
New to Zoho Recruit?
Zoho Developer Community
New to Zoho LandingPage?
Zoho LandingPage Resources
New to Zoho Survey?
New to Zoho CRM Plus?
Deliver unforgettable customer experiences
New to Zoho CRM Plus?
Deliver unforgettable customer experiences
New to Zoho Marketing Plus?
Everything you need to run your marketing
New to Zoho Marketing Plus?
Everything you need to run your marketing
New to Bigin?
Topic Participants
Kaushik S
Sticky Posts
Approve or deny appointments based on criteria
Hey, community members! Have you ever wondered how to automatically approve or deny appointments? While we're still working on building that feature, we've got an alternative method to cancel appointments if they don't meet your specific criteria. Let
New to Zoho TeamInbox?
Zoho TeamInbox Resources
Zoho CRM Plus Resources
Zoho Books Resources
Zoho Subscriptions Resources
Zoho Projects Resources
Zoho Sprints Resources
Qntrl Resources
Zoho Creator Resources
Zoho CRM Resources
Design. Discuss. Deliver.
Zoho Show Resources
Get Started. Write Away!
Writer is a powerful online word processor, designed for collaborative work.
Zoho CRM コンテンツ
-
オンラインヘルプ
-
Webセミナー
-
機能活用動画
-
よくある質問
-
Ebook
-
-
Zoho Campaigns
- Zoho サービスのWebセミナー
その他のサービス コンテンツ
Nederlandse Hulpbronnen
ご検討中の方
Recent Topics
What's New in Zoho Inventory | August – October 2025
Hello customers, The last quarter has been incredibly productive! We've released a powerful slate of new features and enhancements in Zoho Inventory designed to give you better control, greater efficiency, and expanded functionality across your inventoryLet's Talk Recruit: Meet Zia, your all-in-one AI assistant (Part-2)
Welcome back to Let’s Talk Recruit series. In Part 1, we introduced Zia and how AI is reshaping the way recruiters work. This time, we’re taking a closer look at how far Zia has come and how each update continues to simplify your everyday tasks. WhenZoho Developer - Feature Request Platform
Zoho Developer is one of the most underatted platform in zoho ecosystem, however, it may just be what zoho needs to welcome more people to use Zoho Services. The more developers you have creating zoho creator applications and zoho extensions the moreLast/Previous month in relative date filter
In the relative date filter, what is the difference between "Last 2 months" and "Previous 2 months"? So, if we are on 25-July, then is my understanding correct of the following: Last 2 months :=: 25-May~24 July Previous 2 months :=: 01-May~30-June Thanks.Tags get removed from notes on mobile
I don't know why this keeps happening even after all these app updates but if you log out and log back into the app or you reinstall it, all the tags you assigned to your notes get taken off, but if you go on the desktop version the tags are still there.VAT rates - exempt and out of scope
Good Evening, UK based company here. I am a bit confused in respect of setting up VAT rates for exempt goods and services; at present I am simply leaving the VAT rate blank in the transactions in order to prevent any VAT appearing in the VAT return. WhenIntroducing Lead Capture: Empower exhibitors to capture leads effortlessly
Events provide a great opportunity for exhibitors to generate awareness and engage with potential customers. Efficiently distributing attendee information to exhibitors through a seamless and secure way is of paramount importance. Introducing Lead CaptureWork Order Creation Issue
Dear Team, I would like to inquire about the daily limit for Work Order creation in Zoho FSM. Yesterday (02/05/2025) at around 6:30 PM GST, I attempted to create a Work Order, but I have been unable to do so since then. Please find the attached imageURGENT: ChatGPT Extension Failing With “gpt-3 Access Error” (Priority Support)
Appreciate support reviewing this urgently. I am a Priority Support member and need immediate clarification on a recurring issue involving the ChatGPT extensions inside Zoho Desk. Both extensions — including the version created and published by Zoho —Zoho Desk iOS update: Custom buttons, follow/ unfollow option on tickets
Hello everyone! In the most recent Zoho Desk iOS app update, we have brought in support to access the custom buttons configured on web app(desk.zoho.com). Using custom buttons you can seamlessly execute predefined actions directly from their mobile devices,Zoho pdf suit
Pl. design products with following feature: 1. Please add all features given in Ilovepdf website to work on pdf files. It is mandatory to use pdf in court work. 2. Courts have prescribed New Times Roman, pl. add this font as well 3. Indexing, signatureZoho Not Working
Today Zoho not wokringDynamically autofill fields with URL parameters
I have a zoho form embedded in my organization's WP website. Our users find their account with a search tool, and then can select to open this page with the embedded form. The URL of the page holds the parameter that I need, but I cannot figure out howUser Automation: User based workflow rules & webhooks
User management is an undeniable part of project management and requires adequate monitoring. As teams grow and projects multiply, manual coordination for updating users & permissions becomes difficult and can give way to errors. User automation in ZohoIntegrate Projects for Desk KB article release tasks
Could you please look into the possibility of integrating project tasks for Zoho Desk article release processes? We are looking for an internal integration between Zoho Projects and Zoho Desk's KB article drafting, reviewing and releasing tasks. We couldIssue in Annual Leave
We created a policy to credit 21 days at the Start of the Year An employee has taken 16 days of leaves thought the year, so we expect to see 5 Leaves remaining right? But Zoho People is Showing 12 Days of Leave Balance Available If we check the LeaveUse the searchBy parameter to find user by email address
I'm trying to find a user is Zoho Desk via the Api. In the documentation I see that there is the possibility to add a searchBy parameter in the request. But I can't find how the search values should be formatted. I've tried multiple things and get eitherZoho CRM Community Digest - September 2025 | Part 2
Hello Everyone! Mid-September vibes: fresh tips, smart hacks, and practical Zoho CRM updates all in one place. Let’s dive in. Product Updates: The All-New Address Field! The new Address field type makes it easier to capture complete addresses in one structuredZoho Vault API: Create new Secrets
Hello, I attempt to Post Secrets to the vault, since the encrypted entries are almost impossible to decrypt, since there is no documentation on how to decrypt them. Like with the lack of documentation on how to descrypt, there are missing information regarding on how to create new secrets/post secrets. Source: https://www.zoho.com/vault/api/#create-a-new-secret When I try to send JSON Informationen as a POST-Request I only receive the error message: { "operation": { "result": { "error_code": "",CRM and Finance Tab - Add Invoice "Subject " Column
When On a contact in CRM, and you click the Zoho Finace tab, how can I put in the invoice subject line? Or even a custom field for this. We need to see what that invoice is for, without opening it. If we have tons of invoices we need a way to quickCollections Management: #4 Before, During & After Payment Processing
"Mark, I think the payment link isn't working. Can you send it again?" Staring at a message, Mark got on his phone. This was the third time the same customer had asked him that week. A few minutes later, another message came, "Hey, the invoice total seemsAccount name not populating when importing contacts
When importing a csv file to add contacts the account name is blank? Every other filed gets mapped and imported correctly, i.e contact name, phone number. However not the account name which I have mapped to "company" field in my csv fileSuggestion to improve zoho writer
I am using your product, I believe it is very useful, however, i was writing a note and I needed to draw an arrow in different angles to explain a point and I couldn't. it would be helpful, to add draw functions to the zoho writer. thankswebhook basic authentication
II want to use a webhook to send out a SMS. Unfortunately Twilio does not use an authToken but basic authentication. I created the webhook as POST and get this url: https://{username}:{password}@api.twilio.com/2010-04-01/Accounts/{account}/Messages?body=<BODY>&to=+155555555&from=+1555555555Custom function return type
Hi, How do I create a custom deluge function in Zoho CRM that returns a string? e.g. Setup->Workflow->Custom Functions->Configure->Write own During create or edit of the function I don't see a way to change the default 'void' to anything else. AddingIssue with Hour Calculation in Zoho People Attendance Module
I have noticed an issue in the attendance regularization feature of Zoho People. When trying to regularize past dates, the total working hours are not calculated correctly. For example, if I enter a check-in and check-out time for a previous day, thePush Notification for New Bookings in Zoho Bookings App
when a someone schedules an appointment through the booking page, is there any option to receive a push notification in the mobile app?Automation in Zoho Sprints
Hi. I have a Sprints board with the following statuses: ToDo, InProgress, CodeReview, Testing, Preprod, Live When a ticket is moved from e.g. Testing to Preprod, the following tags should be modified: remove 'tested OK' remove 'ready for Preprod' addExport Purchase orders as Excel
Is it possible to export purchase orders as excel rather than PDF? Our suppliers don't want orders made in PDF, they need it to be excelDraft & Schedule Emails Directly in Bigin
Greetings, I hope all of you are doing well. We're happy to announce a few recent enhancements we've made to email in Bigin. We'll go over each one in detail, but here's a quick overview: Previously, you couldn't draft or schedule emails in Bigin, butCreate CRM Deal from Books Quote and Auto Update Deal Stage
I want to set up an automation where, whenever a Quote is created in Zoho Books, a Deal is automatically created in Zoho CRM with the Quote amount, customer details, and some custom fields from Zoho Books. Additionally, when the Sales Order is convertedSend email template "permission denied to access the api"
Hello, Per the title, I'm trying to send a Zoho CRM Email template based on the advice given here: https://help.zoho.com/portal/en/community/topic/specify-an-email-template-when-sending-emails-in-custom-functions (I'd prefer to send right from DelugeZia’s AI Assist now helps you write clearer notes — in seconds
After helping recruiters craft job descriptions, emails, and assessments, Zia’s AI Assist is now stepping in to make note-taking effortless too. Whether you’re recording feedback after an interview or sharing quick updates with your team, you can nowShortcut to fill a range of cells
Good evening: I'm writing because I haven't been able to find a feature that allows you to select a range of cells, type in one of them, and then use a key combination to type in all of them. In Excel, the keyboard shortcut is Ctrl+Enter. I haven't foundObject required error
Hi, I am getting an 'Object required' error on the line Call HideColumnsOutsideRange(ws, startOfWeek, endOfWeek) when I run the ShowCurrentWeek macro but not when I run the ShowCurrentMonth macro. Any ideas? Regards, GW Option Explicit Sub HideColumnsOutsideRange(wsZoho CRM - Rename "Estimates" in CRM Finance Suite Integration to "Quotes"
I'm not sure if it's been 2 or 3 years now since Zoho Books renamed Estimates to Quotes. I still see "Estimates" in the Zoho CRM integration. Could this be added to Translation settings so that some customisation could be made on an account by accountIts 2022, can our customers log into CRM on their mobiles? Zoho Response: Maybe Later
I am a long time Zoho CRM user. I have just started using the client portal feature. On the plus side I have found it very fast and very easy (for someone used to the CRM config) to set up a subset of module views that make a potentially extremely usefulNew Series Announcement - Ecommerce Marketing Tips
Running an online business is more than just having a website. It’s about getting the right customers to discover you, trust you, and keep coming back. To support your growth journey, we’re launching a weekly Marketing Tips series right here on Zoho CommerceMarketing Tip #7: Add a blog to your online store
A blog is more than content. It’s a magnet for new customers. Sharing product guides, styling tips, or industry insights through blog posts builds trust and helps you rank higher on search engines. Try this today: Write one blog post answering a commonKanban view on Zoho CRM mobile app!
What is Kanban? The name doesn't sound English, right? Yes, Kanban is a Japanese word which means 'Card you can see'. As per the meaning, Kanban in CRM is a type of list view in which the records will be displayed in cards and categorized under the givenNext Page