Email a PDF confirmation for each new booking
Each new FlowMattic Bookings appointment produces a PDF from your saved PDF Builder template, and the customer receives an email with the booking date, time and a link to that PDF.
FlowMattic Bookings
PDF Builder
Email3 steps Setup ~5 min Used on 2.8k sites Community Free to import
What this workflow does
A plain confirmation email is easy to lose, while a PDF can be saved, printed or forwarded to a colleague. This workflow gives every new booking its own confirmation document, built from a design you make once, and emails it to the person who booked.
The FlowMattic Bookings New Booking trigger fires when someone books a slot on one of your calendars. It passes the booking ID, date, time, location, calendar name and the customer's name and email.
Next, PDF Builder runs Generate PDF from Template and saves the file to your Media Library, named booking- followed by the booking ID. The step points at template ID 12, which is a placeholder from the template author, so select one of your own saved PDF templates after import. No booking fields are mapped into the template yet: until you map the date, time and customer name into its parameters, the PDF shows the template's saved sample data.
Last, FlowMattic's Email step writes to the customer's email address. The subject confirms the booking by name, and the body gives the date and time and then the PDF's link. The PDF is linked, not attached. Book a test slot and open Task History to see the file URL and the email that went out.
Consultations that need a printed record
A legal practice sends each new client a PDF confirmation with the appointment time and office address, which the client can print and bring along.
Class bookings with house rules
A yoga studio puts arrival times and what to bring into its PDF template, so every new booking email links to the same clear instructions.
Corporate clients who file paperwork
A training provider's business customers forward the PDF confirmation to their accounts team as proof of the booked session.
How this workflow runs
What happens at each step once the workflow is on, and what you need before you import it.
FlowMattic Bookings New BookingStarts a run whenever someone books a slot on one of your FlowMattic Bookings calendars. The booking ID, date, time, location and the customer's name and email are passed to the PDF and email steps.
- PDF Builder Generate PDF from Template
Renders a PDF from a saved PDF Builder template and saves it to the Media Library as booking- plus the booking ID. Pick your own template and map booking fields into it, or the PDF keeps the template's sample data.
Email Send EmailEmails the customer at the address they booked with. The message names them in the subject, states the booking date and time, and links to the PDF from the previous step.
What you need
- FlowMatticCore
After importing, map your own data. To keep the template universal, not every step is pre-filled. Open each step in the builder and connect your accounts and fields (channels, lists, sheets, recipients) before you switch the workflow on.
Make it yours
Changes worth making after you import it.
- FlowMattic's Email step can attach files stored on your WordPress site, so you can send the generated confirmation as an attachment rather than a link. Run a test booking to check it arrives.
- If only one calendar should send these confirmations, put a Filter between the New Booking trigger and the PDF Builder step that continues when the calendar name matches it.
- Add the booking's location and end time to the email body as well, since both come from the trigger and help customers who only skim the message.
Questions about this workflow
Do I need a PDF Builder template before importing this booking workflow?
Yes. Generate PDF from Template renders one of your saved PDF Builder templates. The template ID in the step is a placeholder, so create your confirmation design first and pick it in the step.
Will the PDF show the booking details as soon as I import it?
No. Nothing from the booking is mapped into the template yet, so the PDF uses the sample data saved with the template. Map the booking date, time and customer name into the template's parameters.
Is the confirmation PDF attached to the email?
Not as imported. The email body includes a link to the PDF in your Media Library. You can switch to an attachment in the Email step, which can attach files stored on your site.
Does a rescheduled booking get a new confirmation PDF?
No. This workflow uses the New Booking trigger only. FlowMattic Bookings has a separate Booking Rescheduled trigger you can use in a second workflow.
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Import this workflow into your WordPress site
Download the JSON, import it from the Workflows screen and connect your accounts. Every run stays on your server, with no per-task fees.
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