Automating appointment status and customer feedback collection
Hello community members,
In the spirit of elevating your scheduling game for 2024, we're bringing you a couple of useful workarounds that can enhance your overall Bookings experience.
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.
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.
Automating the appointment status
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.
If you're still concerned about this, consider editing the content of the appointment completion trigger email, providing generic content suitable for both attendees and non-attendees. This guarantees that even if all appointments are marked as completed, a generic email with relevant information will be sent to all customers.
Prerequisites for automating the appointment status
1. Zoho Bookings basic or premium subscription.
2. Zoho Flow paid subscription
How to automate
A. First, we'll create a new flow in Zoho Flow:
1. Sign in to Zoho Flow.
2. Select the Create flow option.
3. Select App and search for Zoho Bookings in the search bar.
4. Select the Appointment booked trigger.
5. Select the Connection and Variable Name.
6. Click Done.
You have now created a new flow for Zoho Bookings.
Other helpful links for this process:
- How to create a flow in Zoho Flow: Create a flow from scratch
- How to create connection in Zoho Flow: Create a Connection
B. Next, let's configure the logic:
1. Navigate to the Logic tab in Zoho Flow.
2. Click the Flow Control dropdown and select Delay.
3. Drag and drop the Delay function to the bottom of the Appointment booked trigger.
4. Click on the edit icon next to the Delay function.
5. In the Delay For the column, select the appointment end time variable from the available Zoho Bookings variables.
Completing this steps helps us ensure that this workflow executes exclusively at the end of each appointment.
C. We can now allocate additional time for any necessary actions:
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
Note: If you decide not to include extra time and prefer to execute the flow precisely at the end of the appointment duration, you do not need to complete this section of steps.
D. Finally, let's configure a custom function
Through this step, we'll ensure our ended appointment's status updates to Completed (as long as no other status has been selected).
1. From the Logic tab, click the Custom Functions dropdown.
For more details: Custom Functions
2. Click +Custom Function.
3. Add a relevant name for the function under Function Name, and set the Return Type as void - Returns nothing from the dropdown.
4. Under Input parameters, type bookingID and select string from the dropdown as shown in the screenshot below.
5. Click Create to open the Deluge script page, where we will enter our code for execution.
If you're interested, here is a brief explanation of the code:
Line 1: To pass the input data below to the code.
- Booking ID: Identifies the specific booking for fetching details and checking the status.
Line 3: Set up the API endpoint URL based on the Zoho Bookings account's data center.
- More details: Domain-specific API URLs
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:
This is how the final flow will look:
Note: The described flow is tailored for newly scheduled appointments. For cases where appointments are initially scheduled and later rescheduled, a separate flow must be created. The flow for rescheduled appointments follows the same steps outlined above, with the only modification being the initial trigger. Instead of the 'Appointment booked' trigger, please substitute it with the 'Appointment rescheduled' trigger in step A (steps B, C, and D remain the same).
Collecting feedback with surveys
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.
How to create a survey in Zoho survey:
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.
Now, let's take a closer look at streamlining the customer experience by auto-populating the field inputs in Zoho survey with customer details. This additional step eliminates the need for customers to add their information manually, contributing to an enhanced overall experience.
1. Click on the Actions button (three dots) next to the Last Name field, and choose Edit.
2. Click on Advanced options and check the box next to Prepopulate answer.
3. Select First Name, Last Name, and Email Address under Question label and URL parameter in each corresponding Value from field.
4. In the Value field, configure the parameter name (e.g., firstname, lastname, email). Once configured, this parameter name will be used in the survey link to prefill the fields in the survey form. Customize it as per your requirements, ensuring consistency with the term used in the survey URL.
To publish the survey, go to the Launch tab and click on the Publish button to obtain the Zoho Survey URL.
Pre-populating fields in the Zoho Survey form
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
We'll now edit the survey URL to align the variables with the configured Value, or parameter name, from our prepopulated answer settings.
Let's say this is our survey URL:
https://survey.zohopublic.com/zs/E****h
We'll want to use a question mark ("?") at the end of the survey URL and an ampersand ("&") to separate different parameter names.
Here's what that would look like using our example Value names from earlier:
Now, let's map the parameter names to the Zoho Bookings variables.
It would look like this:
For more details: Autofill
Where to use the Zoho Survey URL
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.
6. Enter your desired name for the button. For example, you might use something like 'Please fill out the survey'.
7. Select the entered text and click on the Add Link icon. Paste the configured Zoho Survey URL in the URL box. This will convert your text into a hyperlink that leads to the survey.
For group and resource booking services, please follow the same steps under Workspaces > Notifications.
For more details: Workspace Notifications
With the completion of this step, we have incorporated the Zoho Survey URL with dynamic variables, facilitating the dynamic autofill of customer data.
To wrap it up
With the successful implementation of the configuration described above, the entire process of automating status updates and collecting feedback is now seamlessly integrated, promising an elevated and enhanced product experience for all users.
If you have any questions or need assistance with your configuration, please email us at hello@zohobookings.com or support@zohobookings.com.
New to Zoho Recruit?
Zoho Campaigns Resources
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
Zoho CRM Plus Resources
Zoho Books Resources
Zoho Subscriptions Resources
Zoho Projects Resources
Zoho Sprints Resources
Zoho Orchestly Resources
Zoho Creator Resources
Zoho WorkDrive Resources
Zoho CRM 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
ご検討中の方
Recent Topics
Mail is so slow - doesn't even work!
Mail has been getting slower and slower - and today it's not even pulling up emails in either Inbox or Unread. This is beyond frustrating since email is a big part of business. Sent a request through the useless help portal - no response. Called the uselessUser marked as SPAMMER. Mail Fetch has also been disabled for any active POP accounts.
I am the administrator for joelles.com One of our accounts has been blocked saying this: User marked as SPAMMER. Mail Fetch has also been disabled for any active POP accounts. I cannot change the disabled account in the control panel as it says that itMy domain did not activate
Hi, my domain (apsaindustrial.com.ar) did not activate, and the phone verification message never arrived. Please would you solve this problem? Thanks.ME SALE ESTE ERROR: No fue posible enviar el mensaje;Motivo:554 5.1.8 Email Outgoing Blocked
Ayuda!! Me sale este error al intentar enviar mensajes desde mi correo electronico de Zoho! Tampoco recibo correos pues cuando me envia rebotan. Ayuda, Me urge enviar unos correo importantes!! Quedo atenta MAGDA HERNANDEZ +5731120888408Is there a way to sync Tags between CRM and Campaigns/Marketing Hub?
I wonder if there is a way to synch the tags between CRM and Marketing-Hub / Campaigns?how to see if a specific contact opened an email in zoho campaign?
how to see if a specific contact opened an email in zoho campaign?Revenue Management: #8 Revenue Recognition in Educational & Training Institutions
Educational Institutions and training centres typically collect course fees at the time of enrolment, sometimes for a one-day workshop and sometimes for a year-long certification course. You might also charge separately for course materials or evaluation.How to Customize Task Creation to Send a Custom Alert Using JavaScript in Zoho CRM?
Hello Zoho CRM Community, I’m looking to customize Zoho CRM to send a custom alert whenever a task is created. I understand that Zoho CRM supports client scripts using JavaScript, and I would like to leverage this feature to implement the alert functionality.how to use validation rules in subform
Is it possible to use validation rules for subforms? I tried the following code: entityMap = crmAPIRequest.toMap().get("record"); sum = 0; direct_billing = entityMap.get("direct_billing_details"); response = Map(); for each i in direct_billing { if(i.get("type")Using files from Zoho CRM in Gemini/ChatGPT/Claude
Hi all, I’ve got subscriptions to Gemini and a few other AI tools which I use for tasks like data enrichment, email composition, etc. In our workflow, we often receive various documents from clients — such as process workflows, BRDs/requirement documentsEnhancements to the formula field in Zoho CRM: Auto-refresh formulas with the "Now" function, stop formula executions based on criteria, and include formulas within formulas
Dear Customers, We hope you're well! By their nature, modern businesses rely every day on computations, whether it's to calculate the price of a product, assess ROI, evaluate the lifetime value of a customer, or even determine the age of a record. WithMaximum file limit in zoho people LMS
Dear Team, I am having approximately 4.9 GB of material, including PPTs and videos for uploading in zoho people LMS course. May I know what is the maximum limit limit for the course files Thanking you, With regards, Logeswar V Executive _ OperationsDynamically prefill ticket fields
Hello, I am using Zoho Desk to collect tickets of our clients about orders they placed on our website. I would like to be able to prefill two tickets fields dynamically, in this case a readonly field for the order id, and a hidden field for the sellerOptimize your Knowledge Base for better visibility by allowing search engine crawling and indexing
All you need to know about no-follow and no-index in KB. What are article crawlability and indexability? Crawlability and indexability are vital for making an article visible and accessible to search engines. When a search engine crawls an article, itHas anyone created a public ASAP Guide that I can check out?
I am thinking of adding an ASAP guide to my web application, but I have noticed that the ASAP widget itself can be really slow to load sometimes. Has anyone created a public ASAP Guide that I can check to see how performant it is? I don't want to spendZoho Desk Partners with Microsoft's M365 Copilot for seamless customer service experiences
Hello Zoho Desk users, We are happy to announce that Zoho Desk has partnered with Microsoft's M365 to empower customer service teams with enhanced capabilities and seamless experiences for agents. Microsoft announced their partnership during their keynoteWhat’s New in Zoho Analytics – September 2025
Hello Users!! In this month’s update, we’re raising the bar across multiple touchpoints, from how you bring in data, plan and track projects to how you design and brand your dashboards. We’ve added the all-new Gantt chart for project visualization, expandedZoho MCP has no tools for Creator or 3rd Party Apps?
I don't see a Zoho MCP community forum so putting this here. Two big problems I see: 1) Although Zoho advertises "over 950 3rd party apps" as available through their MCP, when I go to "Add Tools" there are ZERO 3rd party apps available to choose from.Zoho Forms - Zoho Drive connection - Shared Drives not supported
Hello i am stuck with Google Drive Connection There is no supported shared drives Connection is not support shared drives boolean Query Parameters - supportsAllDrives=true&supportsTeamDrives=true to activate fetch files from the shared drives. Ahat needCan't create package until Bill created?
I can't understand why we cannot create a package until a Bill is created? We are having to created draft Bills to create a package when the item is received, but we may not have received a Bill from the supplier. Also, Bill # is required, but we normallyWhats the Time out Limit for API Calls from Deluge?
Hi Creator Devs, We are making API calls to third party server via Deluge. Getting this error message: Error at line : 24, The task has been terminated since the API call is taking too long to respond. Please try again after sometime. Whats the defaultHow to get the authorization code for domain transfer from Zoho?
I have transferred my domain from zoho to godaddy, and that needs a authorization code. I haven't got any mail containing that. How to get the authorization code from domain transfer? Thanks, ArunCommunity Digest Agosto 2025 - Todas las novedades en Español Zoho Community
¡Hola, Zoho Community! Agosto llega a su fin y septiembre nos trae aire fresco a la comunidad: más inteligencia con IA, actualizaciones que elevan la productividad y la recta final hacia Zoholics España 2025. Aquí tienes lo más destacado del mes paraI have error AS101 when I try to add paypal@mydomain.com to Zoho
Please help me with this. I tried to call the help line 4 times but don't get any response.Tip #3: How to change your booking page language
Displaying your booking page in your target audience's language can greatly increase customer satisfaction. By speaking their language, you will help customers feel more comfortable scheduling with you and create a stronger connection with them. Let'sHow can I optimize a Zoho Site page for SEO when embedding external menu or restaurant links?
Hi everyone, I’m experimenting with building small content hubs on Zoho Sites and want to make sure I’m doing it in an SEO-friendly way. For example, I tried creating a page that highlights restaurant menu items and linked out to a resource like this:Diff signature for compose new email and replies
Hi, How do i have different signature for replies and new emails. its inconvenient to have one large signature for replies. Usually on Outlook we have the option to keep separate signatures for new emails and for replies.Zoho Website Site Speed Up & Setting
We are experiencing slow loading speeds on our Zoho website and would like assistance in optimizing its performance. Kindly review the site and suggest or implement necessary improvements to enhance speed, especially related to: > Caching mechanisms >Clickjacking: Zoho Vault's Response
Issue: Password manager browser extensions are found to be vulnerable to clickjacking security vulnerabilities that could allow attackers to steal account credentials, TFA codes, and card details under certain conditions. Reported by: Marek Toth, IndependentRefund
Hi There, Please refund me asap possible, because of no support given. Thank youNo option for pick up in Zoho Books / Inventory but yes on commerce
Is it planned to release soon on books/inventory?Accessing Zoho form enteries via API
Hi As a user I can view enteries to a form at: https://forms.zoho.com/<myOrganisation>/report/<myReportName>/records/web How do I access these entries via API? I don't have any problem with scope and getting tokens. But I have no idea what the API callZoho Books - France
L’équipe de Zoho France reçoit régulièrement des questions sur la conformité de ses applications de finances (Zoho Books/ Zoho Invoice) pour le marché français. Voici quelques points pour clarifier la question : Zoho Books est un logiciel de comptabilitéBlueprint Issue - Being able to set a subform field as mandatory
I'm creating a blueprint. My record involves a subform which is only shown once field is set but the field gets set in step two of the process. My problem - I can't save the record as the subform field is set to mandatory - If I unset the mandatory field,Blueprint - Mandatory file upload field
Hi, File upload (as we as image upload) field cannot be set as mandatory during a blueprint transition. Is there a workaround? Setting attachments as mandatory doesn't solve this need as we have no control over which attachments are added, nor can weZoho Books - Include Quote Status in Workflow Field Triggers
Hi Zoho Books team, I recently tried to create a Workflow rule based on when a Quote is Accepted by the customer. This is something which I thought would be very easy to do, however I discovered that Status is not listed as a field which can be monitoredZoho Books - Show Related Sales Orders on Quotes
Hi Books team, I've noticed that the Quotes don't show show the related Sales Order. My feature request is to also show related Sales Orders above the Quote so it's easy to follow the thread of records in the sales and fulfilment process. Below screenshotAdd VAT/Tax line to bank adjustments
When categorising transactions and matching bank feeds with transactions such as customer payments, we use the "Add Adjustment" to add things like fees/bank fees. It would be useful to choose a VAT/Tax rate here. Whilst there is a bank charges option when adding a payment, this goes into the default bank charges account. We use the adjustments so that we can choose the account and separate our fees. We use different card providers and Worldpay charges VAT so we are stuck. We cannot integrate withNew Menu Layout Feedback
I'd really like to see the banking item back on the top of the menu. I'm sure part of it is just because that's what I'm accustomed to. However, for a bookkeeping program, I think there's a logic to having banking be on top. Not a giant issue, but somethingHow to use Rollup Summary in a Formula Field?
I created a Rollup Summary (Decimal) field in my module, and it shows values correctly. When I try to reference it in a Formula Field (e.g. ${Deals.Partners_Requested} - ${Deals.Partners_Paid}), I get the error that the field can’t be found. Is it possibleNext Page