Send WhatsApp Notifications messages when bookings are canceled in Trafft
When an appointment is canceled in Trafft, this workflow sends a WhatsApp text message through the WhatsApp Cloud API to the number you map, such as the customer or a staff member.
Trafft
WhatsApp Cloud API2 steps Setup ~5 min Used on 2.4k sites Free to import
What this workflow does
A cancelled appointment frees a slot, and someone usually needs to know about it: the customer who booked, or the staff member who was about to see them. This workflow sends a WhatsApp message each time Trafft records a cancellation.
The Trafft trigger fires when an appointment is canceled. FlowMattic passes the appointment details to the WhatsApp Cloud API step, which sends a text message to the phone number you map. You write the message and drop in details from the cancelled booking.
One limit matters here. Free-form WhatsApp text only arrives if the recipient sent your business number a message in the past 24 hours. A customer who never wrote to you on WhatsApp usually won't receive this text. For customers, switch the step to an approved template message, as the tips explain. A staff member who chats with the business number regularly fits the free-form text better.
Alerting the staff member who lost the slot
A therapist or trainer gets a WhatsApp text the moment a client cancels, so they can offer the time to someone on their waiting list.
Confirming a cancellation to the customer
Once switched to an approved template message, the customer gets a WhatsApp confirmation that their Trafft appointment is cancelled, with the date and service.
Owner on the move
A studio owner who is rarely at a desk receives every cancellation on WhatsApp and decides whether to rebook or leave the slot open.
How this workflow runs
What happens at each step once the workflow is on, and what you need before you import it.
Trafft Appointment CanceledFires when an appointment is canceled in Trafft. The details of the cancelled appointment are passed on so you can use them in the WhatsApp message.
- WhatsApp Cloud API Send Text Message
Sends a free-form WhatsApp text from your WhatsApp Cloud API number to the phone number you map. It only reaches people who messaged your business number in the last 24 hours.
What you need
- FlowMatticCore
- Trafft AccountAccount
- WhatsApp Cloud API 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.
- To reach customers who haven't messaged you recently, replace this step with the WhatsApp Cloud API Send Template Message action and use a template approved in your WhatsApp Business account.
- Phone numbers need to be in international format for WhatsApp. Check how Trafft stores the customer's number in a test run before you map it.
- Cancel a test appointment after import, then look at Task History to see the data Trafft sent and the response from WhatsApp.
Questions about this workflow
Will a customer who never messaged my WhatsApp number receive the Trafft cancellation?
Usually not. WhatsApp delivers free-form text only within 24 hours of the person's last message to your business number. Use the Send Template Message action with an approved template for those customers.
Can the WhatsApp text go to my team instead of the customer?
Yes. Enter a staff phone number in the recipient instead of mapping the customer's number. The 24-hour rule still applies, so that person should be in an active chat with your business number.
Do I need a WhatsApp Cloud API account for this?
Yes. The step sends through the WhatsApp Cloud API with your Meta business number, which you connect in FlowMattic when you import the workflow.
Does a rescheduled Trafft appointment trigger this?
No. Trafft has a separate Appointment Rescheduled trigger in FlowMattic. This workflow only reacts to cancellations.
More Notifications & Alerts workflows
Other ready-to-import templates from the same category.
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.
30-day money-back guarantee Unlimited workflows and runs Self-hosted