When booking is cancelled in TuCalendi, send WhatsApp message to the contact using WA.Team
When a booking is cancelled in TuCalendi, FlowMattic sends the contact a WhatsApp template message through WA.Team, so they get a note about the cancellation, and a way to rebook, on their phone.
TuCalendi
WhatsApp by WA.Team2 steps Setup ~5 min Used on 482 sites Free to import
What this workflow does
A cancelled appointment is a good moment to reach the person while the booking is still on their mind, with a short note that confirms the cancellation and points them to a new time. Email often sits unread. This workflow sends that note on WhatsApp instead.
The TuCalendi trigger, Booking Cancelled, runs when a booking is cancelled in your TuCalendi account. FlowMattic passes the booking data on to WhatsApp by WA.Team, whose Send Template Message action sends a WhatsApp template message to the phone number you map from the booking.
A template message is the right choice here, because WhatsApp limits free-form messages to people who have written to your business number recently. Pick a template that is set up in your WA.Team account, and fill any variables it has with booking values, such as the contact's name and the cancelled date. The workflow sends one message per cancellation it receives, and Task History shows the WA.Team response for each.
Rebooking prompt for a salon
A client cancels a haircut in TuCalendi. They receive a WhatsApp message confirming it with a link to the booking page, so they can choose a new slot.
Confirming cancellations for consultants
A consultant's clients get a WhatsApp note whenever a session is cancelled, so nobody is left unsure whether the meeting is still on.
Clinics that rely on WhatsApp
A clinic whose patients mostly read WhatsApp, not email, uses this to tell them their cancelled appointment is cleared from the schedule.
How this workflow runs
What happens at each step once the workflow is on, and what you need before you import it.
TuCalendi Booking CancelledRuns when a booking is cancelled in TuCalendi. Connect your account, then cancel a test booking so FlowMattic captures the booking data, including the contact's name and phone number, for mapping.
- WhatsApp by WA.Team Send Template Message
Sends a WhatsApp template message through your WA.Team account. Choose the template, map the contact's phone number from TuCalendi and fill the template's variables with booking values, then check a test run.
What you need
- FlowMatticCore
- TuCalendi AccountAccount
- WhatsApp by WA.Team 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.
- Ask for a phone number with its country code on your TuCalendi booking form. Check a test run to see the number format WA.Team receives.
- Add a Filter after the trigger that continues only when the phone number is not empty, so bookings made without a number stop before the WA.Team step.
- Put your rebooking link in the WA.Team template itself, so every cancellation message gives the contact a direct way to choose a new time.
Questions about this workflow
Why does this use a WA.Team template message and not plain text?
WhatsApp only delivers free-form text to people who have messaged your business number within the last 24 hours. A template message can reach the contact outside that window.
What if the TuCalendi booking has no phone number?
The WA.Team step has no number to send to, so that message fails and Task History shows the error. Asking for a phone number on the booking form, plus a Filter on it, prevents this.
Does the message go out when I cancel the booking myself?
The trigger runs for each cancellation TuCalendi reports, and the template has no Filter. Cancel a test booking from your own account to see whether it fires for yours too.
Can I send an email as well as the WhatsApp message?
Yes. Add an email step after the WA.Team step and map the contact's email from the TuCalendi booking data.
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