Email attendees automatically when a booking is cancelled
When a FlowMattic Bookings appointment is cancelled, the person who booked receives an email confirming which date and time were cancelled and inviting them to book again.
FlowMattic Bookings
Email2 steps Setup ~5 min Used on 2.8k sites Community Free to import
What this workflow does
A cancelled booking leaves the customer unsure whether the slot is really gone, and silence can look careless. A short email that confirms the cancellation and points to rebooking closes the loop. This workflow sends that email for every cancellation, so nobody has to remember to write it.
The FlowMattic Bookings Booking Cancelled trigger fires when a booking on one of your calendars is cancelled. It passes the same details as a new booking: the customer's name and email, the calendar name, the booking date and time, and your calendar's public booking page address.
FlowMattic's Email step then writes to the customer's email address. The subject names the cancelled date. The body greets the customer by name, repeats the date and time that were cancelled and says they can rebook from your booking page. The template doesn't include a link to that page, so add one before you go live; the trigger's booking page address is the easiest value to map.
The email goes out whoever cancelled the booking. If your team cancels on the customer's behalf, you may want different wording. Cancel a test booking and check Task History and your inbox to see the message as the customer will.
Customer cancels online
A client cancels a massage appointment from the booking page and gets an email straight away confirming the slot is released, with a way to pick a new time.
Business cancels for illness
A tutor who is ill cancels the day's lessons in FlowMattic Bookings, and each student receives an email naming the lesson that was dropped.
Clear records for both sides
A repair service keeps a sent cancellation email for every dropped visit, which helps when a customer later asks whether their appointment still stands.
How this workflow runs
What happens at each step once the workflow is on, and what you need before you import it.
FlowMattic Bookings Booking CancelledFires when a FlowMattic Bookings appointment is cancelled. The customer's name and email, calendar name, booking date and time and the calendar's public page address are passed on.
Email Send EmailEmails the customer that their booking on the given date and time was cancelled, greeting them by name. The body mentions rebooking from your booking page, so add that page's link to the text.
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.
- Map the trigger's booking page address into the email body after the rebooking sentence, so customers can pick a new slot in one click.
- Add the calendar name to the subject or body, so a customer with bookings on several of your calendars knows which one was cancelled.
- If only some calendars should send this email, put a Filter between the Booking Cancelled trigger and the Email step that continues only for those calendar names.
Questions about this workflow
Does the cancellation email include a link to rebook?
Not as imported. The body tells the customer they can rebook from your booking page but has no link. Map the calendar's public page address from the trigger into the email to add one.
Is the email sent when my team cancels a booking, not the customer?
Yes. The Booking Cancelled trigger fires whenever a booking is cancelled, so the customer gets the same email either way. Reword it if your team often cancels on customers' behalf.
Does a deleted booking send the cancellation email?
No. Deleting a booking is a separate event in FlowMattic Bookings with its own Booking Deleted trigger. This workflow only listens for cancellations.
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