Automate your scheduling process by adding a Send scheduler action to a flow. When the flow reaches this action, it sends the client a scheduling link using the scheduler template or scheduler group you select.
Flows and schedulers both require a Premier plan. Starter plan workspaces cannot access these features.
Add a Send scheduler action to a flow template
The Send scheduler action lives in the Send to client category in the flow editor. Adding it to a flow template lets you deliver a scheduling link to clients at exactly the right moment in your process — without any manual follow-up.
Navigate to Flows ➔ Flow Templates.
Open an existing flow template or create a new one, then click Edit.
In the flow editor, find Send scheduler under the Send to client category in the actions sidebar.
Click Send scheduler to add it to the flow.
In the configuration panel, under the Scheduler label, click the Select a scheduler or group dropdown and choose the scheduler template (or group) you want to send.
Under Scheduler Delivery, choose how the scheduling link is delivered to your client:
Send email and apply to portal (default) — sends the scheduling link via email and adds it to the client portal
Apply to portal — makes the scheduler available in the client portal without sending an email
Apply to project only — adds the scheduler to the project without emailing the client or adding it to the portal
If you selected Send email and apply to portal, email fields appear below the delivery options. Customize the subject and body as needed. The email pre-populates from the scheduler template's invitation email or your workspace default.
Click Save.
Use appointment-based triggers
Once you add a Send scheduler action to a flow, three appointment-based triggers become available for any subsequent actions you configure in that same flow. These triggers let you build automated sequences around the appointment — like sending a reminder beforehand or following up with a form after the meeting.
The triggers appear under the Appointments category when you configure the trigger for a later action in the flow:
after an appointment is booked — triggers when the client books an appointment through the scheduler
before an appointment starts — triggers a set time before the scheduled appointment begins
after an appointment ends — triggers after the appointment's end time
For each trigger, you'll need to specify a Scheduler to watch using the dropdown. Only schedulers that have already been sent within the same flow appear as options.
Appointment triggers are only available when the flow contains at least one Send scheduler action. If you remove all scheduler actions from the flow, these triggers are no longer available for configuration.
Common uses for appointment triggers include sending a pre-meeting prep email before the appointment, delivering a follow-up form after the session ends, or automatically changing the project status when a client books.
FAQ
Can I use the scheduler's own reminder emails and flow triggers at the same time?
Yes. The scheduler template's built-in reminder emails are separate from flow actions, and both work independently. The scheduler handles its own confirmation and reminder emails, while flow actions based on appointment triggers can fire additional automated steps around the same appointment.
What happens if I delete a scheduler template that's used in a flow?
The flow action enters an error state indicating the referenced scheduler was deleted. To resolve it, edit the action and select a different scheduler template, or add a new Send scheduler action and configure it with a valid template.
Can I send more than one scheduler in the same flow?
Yes. You can add multiple Send scheduler actions to a single flow, each pointing to a different scheduler template or group. When you configure appointment triggers later in the flow, you select which specific scheduler to watch for each trigger.