#What you’re building

A workflow that:

1. Triggers when an appointment is confirmed
2. Sends an instant confirmation message
3. Sends a quick “need to cancel/reschedule?” message
4. Waits until X minutes before the appointment
5. Sends a 30-minute reminder
6. (Optional) Sends a final reminder a few minutes before start

#Step 1 — Create a new workflow

In HighLevel:

• Go to Automation → Workflows
• Click Create workflow
• Name it something like:

  Appointment Reminders (Blooio)

#Step 2 — Add the trigger: Appointment Status

1. Click Add New Trigger
2. Choose: Appointment Status
3. Configure filters:
   • Event Type: Any (or pick the specific calendar/event type you want)
   • Appointment status is: confirmed

This matches your trigger settings here:

✅ Now the workflow only fires when the appointment becomes confirmed.

#Step 3 — Assign the contact (optional but recommended)

Add an action right after the trigger:

• Assign to User (ex: Default Round Robin or a specific user)

This is useful so replies route to the correct rep in the conversation view.

#Step 4 — Send the immediate confirmation (Blooio message)

Add an action:

• Blooio – Send Message

Suggested confirmation message (edit to your tone):

“You’re booked ✅ for {{appointment.start_time}}.”

Best practices

• Keep it short.
• Include appointment time.
• Include a stop option (helps reduce complaints + confusion).

#Step 5 — Send a quick “cancel/reschedule” helper message

Add another action:

• Blooio – Send Message

Suggested message:

“If you need to reschedule, just reply ‘reschedule’ and we’ll help.”

(Or include your reschedule link if you use one.)

If you wanna cancel or reschedule click here:{{appointment.reschedule_link}} or text me here too

#Useful variables

{{appointment.start_time}}
If you wanna cancel or reschedule click here:{{appointment.reschedule_link}} or text me here too
If you wanna add it to your google cal click here {{appointment.add_to_google_calendar}} or if you wanna add it to apple or outlook click here {{appointment.add_to_ical_outlook}}
Here's the meeting link {{appointment.meeting_location}}

#Step 6 — Add a “Wait until right before the appointment”

Now we want the workflow to pause and then resume at a specific offset before the appointment time.

Add action:

• Wait

Configure it like this:

• Wait for: Event / Appointment time
• When: Before
• Set your offset (example shown: 28 minutes)

This matches your Wait configuration screenshot:

Important setting:

Leave “If the timing of this wait step is already in the past” → “Move to the next step”

So if someone books last-minute, they still receive the next message instead of getting stuck.

#Step 7 — Send the 30-minute reminder

Immediately after the Wait step, add:

• Blooio – Send Message

Suggested 30-minute reminder:

“Reminder: you’re up in ~30 minutes. Let me know if you need the link”

(“HERE” confirmation is optional, but it increases show-up rate.)

#Step 8 — Optional: Add a final reminder right before start

If you want a second reminder (ex: ~2 minutes before):

1. Add another Wait step
   • This one should be a relative wait (ex: wait 28 minutes) or another “Event/Appointment time” wait (ex: Before 2 minutes), depending on how you prefer to time it.
2. Then add another:
   • Blooio – Send Message

Suggested final reminder:

“We’re starting now — here’s the link: {{appointment.meeting_link}}”