Add Airtable records for new cancelled Fluent Bookings
Each time a booking is cancelled in Fluent Booking on your site, this workflow creates a record in Airtable, building a log of cancellations you can sort by date, host or meeting type.
Fluent Booking
Airtable2 steps Setup ~5 min Used on 2.4k sites Free to import
What this workflow does
A cancelled meeting disappears from your calendar, and with it the trace that it was ever booked. If you want to know how often people cancel, which meeting types they drop, or which hosts lose the most slots, you need the cancellations kept somewhere. This workflow writes each one to Airtable.
The Fluent Booking trigger is Booking Cancelled. It fires when a booking is cancelled on the site where FlowMattic runs. FlowMattic passes the booking's data to Airtable, where Create Record adds a new record to the base and table you choose. You map booking values, such as the guest, the meeting and the original time, into fields.
One cancellation gives one record. New bookings, completions and reschedules do not run this workflow. Airtable then gives you views, grouping and counts over the log. Task History shows each run if a record looks wrong or missing.
Coach reviewing lost sessions
A coach groups the Airtable log by month to see how many sessions were cancelled and which session types they were.
Rebooking cancelled discovery calls
Cancelled discovery calls land in an Airtable table that a sales rep works through each week, reaching out to rebook.
Agency with several hosts
An agency books client calls for different team members. Grouping the Airtable records by host shows whose calendar sees the most cancellations.
How this workflow runs
What happens at each step once the workflow is on, and what you need before you import it.
Fluent Booking Booking CancelledRuns when a booking is cancelled in Fluent Booking on this WordPress site. The cancelled booking's details are passed to Airtable.
- Airtable Create Record
Creates a record in the Airtable table you choose. Connect your Airtable account, select the base and table, then map the Fluent Booking values to its fields.
What you need
- FlowMatticCore
- Fluent Booking PluginPlugin
- Airtable AccountAccount
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.
- Set up the Airtable table with fields for the values you want before mapping, such as guest email, meeting type and the original start time.
- Build a second workflow from Fluent Booking's Booking Confirmed trigger into another table, so you can compare confirmed bookings with cancellations.
- Add a Slack or email step after Airtable if a host should hear about each cancellation as well as having it logged.
Questions about this workflow
Does a rescheduled Fluent Booking meeting create an Airtable record?
No. The trigger is Booking Cancelled, so only cancellations reach Airtable.
Is the cancellation reason saved in Airtable?
Only if Fluent Booking includes it in the cancelled booking's data. Cancel a test booking after import and look at the captured values before mapping.
Can this Airtable log pick up cancellations from a Fluent Booking install on another site?
Not with this trigger, which only hears cancellations on the WordPress site running FlowMattic. Swap in the Booking Cancelled (Remote) trigger, which takes cancellations sent by webhook from another site.
Will past Fluent Booking cancellations appear in the Airtable table?
No. Only cancellations made after the workflow is on create records.
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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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