What are Workflows
Workflows let Timetics AI act for you when a booking happens. You set a rule once, and from then on Timetics AI watches your bookings and runs the action you picked without you touching anything. A workflow is built from three parts: a trigger (what event to watch), a condition (which bookings qualify), and an action (what to do). For example: when a booking is scheduled, if it is a paid one-to-one, send the guest a confirmation email. You build it visually by dragging blocks onto a canvas and connecting them in order.
Why do you need this
Every booking usually needs a few follow-ups: a confirmation, a reminder before the call, a feedback note afterward. Doing that by hand is slow and easy to forget, and it gets worse as you take more bookings. A workflow closes that gap. Once it is published, it fires on its own the moment a matching booking comes in, sends the right message to the right person, and keeps doing it for every booking after that. You set the rule, Timetics AI runs it.
Step-by-Step Instructions
Step 1: Access Workflows
Navigate to Dashboard → Workflows. The page lists every workflow in your workspace and lets you create, edit, duplicate, pause, or delete them. Use the filter to show Published or Draft workflows, and the sort to order by newest or oldest.
Step 2: Create a Workflow
Click “Create Workflow”. A small dialog opens asking for a name. Type a label that reminds you what this workflow does (for example, `Paid booking confirmation` or `24h reminder`). Save it and you land straight in the builder.
Step 3: Add a Trigger
The builder opens with a Start block. From the sidebar, pick the Trigger category and drag a trigger onto the canvas. The trigger is the event that starts the workflow. Available triggers:
- Scheduled — a booking is scheduled
- Cancelled — a booking is cancelled
- Rescheduled — a booking is moved to a new time
- Free Payment — a free booking is placed
- Received Payment — a booking is paid in full
- Deposited Payment — a deposit is paid on a booking
A workflow runs on one trigger.
Step 4: Add a Condition
Next, pick the Condition category and drag a condition below the trigger. The condition decides which bookings the workflow acts on. If a booking hits the trigger but fails the condition, nothing runs. Available conditions:
- One-to-One Booking — the booking is a one-to-one meeting
- Service Booking — the booking is a service
- Free Payment — the booking is unpaid or free
- Paid Payment — the booking is paid
You must add a trigger before you can add a condition.
Step 5: Add an Action
Finally, pick the Action category and drag an action below the condition. The action is what Timetics AI does when a booking matches. An End block is added automatically after it. Available actions:
- Send Email — send a templated email to the guest (and the host)
- Send Reminder — schedule a reminder email a set number of hours before the booking starts
You must add a trigger and a condition before you can add an action.
Step 6: Configure the Action
Click the action block to open the details panel on the right.
For Send Email, choose an email type (Confirmation, Cancellation, Rescheduling, Deposit Payment Due, or Feedback), write a subject, and write the body in the rich text editor. You can drop in booking details with placeholders, for example `{{guest.first_name}}`, `{{event.title}}`, `{{booking.date}}`, `{{booking.start_time}}`, and `{{booking.join_url}}`. Timetics AI fills these in for each booking before sending.
For Send Reminder, set how many hours before the booking start the reminder should go out (1 to 72). Timetics AI schedules the email to land that many hours ahead of the start time.
Step 7: Save or Publish
Use the top bar. “Save Draft” keeps the workflow as a Draft so it does not fire yet, handy while you are still building. “Publish” makes it Active and it starts running on the next matching booking. You can rename the workflow inline in the top bar at any time.
Step 8: Manage It
Back on the list, each workflow row has a switch to pause or resume it, plus a menu to Edit, Duplicate, or Delete. Duplicating copies the whole setup as a new Draft so you can tweak a variant without touching the original.
How a Workflow Runs
When a booking event happens, Timetics AI looks for an active workflow whose trigger matches. If it finds one, it checks the booking against the condition. If the condition passes, it runs the action: it sends the templated email to the guest, and to the host as well unless the email type is Feedback, or it schedules the reminder email for the right time. All of this happens in the background right after the event.
The Email Template
The body you write is a template. Placeholders in the form `{{group.field}}` are swapped for real values per booking. Available groups:
| Placeholder | Fills in |
|---|---|
{{guest.first_name}}, {{guest.last_name}}, {{guest.email}} | The booking guest’s first name, last name, and email address. |
{{event.title}}, {{event.description}} | The event title and description. |
{{booking.date}}, {{booking.start_time}}, {{booking.duration}} | The booking date, start time, and duration. |
{{booking.join_url}}, {{booking.manage_url}} | Links to join or manage the booking. |
{{host.name}}, {{host.email}} | The host’s name and email address. |
{{organization.name}} | The name of your workspace. |
Prerequisites
- Active Timetics AI account
- Permission to manage workflows (owner or a role with workflow access)
- A trigger, a condition, and an action added in that order for the workflow to do anything
- For emails, a subject and a body; for reminders, an hours value
Notes
All six triggers are selectable, but only Scheduled fires today. The others (Cancelled, Rescheduled, and the payment triggers) can be saved but do not run yet; support for them is planned. Pick Scheduled if you need the workflow to fire now. A workflow is a single line: one trigger, one condition, one action. To cover more cases, create a separate workflow for each. A Draft workflow never fires. If a workflow is not running, check that it is Published and the row switch is on. Reminder and feedback emails may depend on your plan. If those actions do not send, check your plan features.
The canvas is a picture of the workflow, not the saved data. Only the trigger, condition, action, and the action settings are stored. Nothing is saved until you click Save Draft or Publish, so publish before you leave the builder.