Hey community members,

Welcome again!

This post continues our discussion of the bidirectional sync between Zoho Bookings and Zoho CRM, focusing on how to reschedule appointments in Zoho Bookings from Zoho CRM. If you've arrived at this community post directly, we recommend checking out Part 1 of this topic for a better understanding. You can access Part 1 through the following link: Bidirectional sync between Zoho Bookings and Zoho CRM - Part 1

Whenever a meeting initially scheduled through the Zoho Bookings application is rescheduled either within the Meetings module or through the CRM calendar, the changes are recorded and the corresponding appointment within Zoho Bookings is also rescheduled.

 

You don't need to create a separate connection for the reschedule action. You can utilize the same connection name that we established in Part 1 of the Zoho Bookings - Zoho CRM bidirectional sync.

Configuring a function that reschedules appointments differs slightly from the functions we discussed in Part 1 of the Zoho Bookings - Zoho CRM bidirectional sync.

Note: Here, we'll fetch the time zone in which the customer scheduled the appointment so that when we reschedule the booking, it will be rescheduled within the same time zone the customer initially chose.

Here are the steps:

      1. Go to Setup > Developer Space > Functions.

      2. In the Functions page, click + Create New Function.

      3. Configure the function name, display name, and description.

      4. Set the category as automation.

Reference

More details: Functions

      5. Next, configure the function's arguments. For the reschedule function, we'll have to pass two arguments: bookingID

           as a string, and from as a date.

           a. Click on Edit Arguments on the Deluge script page.

          b. Set the Parameter Name as bookingID. (Please note that the "bookingID" value is case sensitive and must match

              the term used in the code).

          c. Set the type as string.

        d. Click the +Add button to add a second argument.

        e. Set the Parameter Name as from and its type as date.

Here, we're using the reschedule appointment API. The term "from" specifically denotes the appointment's start time. In the reschedule API, the booking ID is a required parameter, and we must provide either the staff ID or the start time. Given that we're rescheduling based on the start time, we'll pass the start time as an argument and use "from" as the reference point.

More details: Reschedule Appointment API 

Please configure the following code on the Deluge script page. 

Code link: Rescheduling an appointment

Lines 1-10 serve to invoke the "get appointment" API to retrieve the relevant booking ID and obtain the associated details. The purpose behind fetching this booking data is to access the actual booking start time and the time zone in which the customer initially scheduled the appointment using the Zoho Bookings application. This information is essential for comparing it with the rescheduled date and time.

In lines 11-13, we execute booking data retrieval and date-time format conversion operations.

Lines 14-27 serve to perform comparison and rescheduling operations.

Create a workflow that handles appointment rescheduling in Zoho Bookings whenever a corresponding meeting is rescheduled within the Zoho CRM application

            1. Go to Setup > Automation > Workflow Rules.

            2. In the Workflow Rules page, click Create Rule.

            3. Select Meetings under Module and configure the rule name and description as required.

Reference:

        1. Record Action > Edit. 

        
      2. Enable the Specific field(s) gets modified setting and configure it per the screenshot below.

This serves to ensure that the workflow is executed only when the "From" field of the meeting is edited.

      3. Configure condition > All Meetings.

      4.Instant Actions > Function.

More details: Specify rule triggers

        1. Press # to choose an argument value.

Reference:

By the end of this process, we will have created a workflow that automatically executes when the "From" field in the Zoho CRM Meetings module is edited with a new date and time.  As a result, this workflow will also reschedule the associated bookings for that meeting to the new date and time in Zoho Bookings.

We've arrived at the end of the community post. As mentioned in Part 1 of the Zoho Bookings—Zoho CRM bidirectional sync community post, with all of these configurations in place, you'll be able to book, cancel, reschedule, and update the status of appointments in Zoho Bookings directly from your Zoho CRM application. Which will make your appointment management easier.

If you have any questions or need assistance with your configuration, please email us at hello@zohobookings.com or support@zohobookings.com.