Workflows
Automate repetitive tasks around your bookings — no coding required.
Overview
LinkTime Workflows let you automate repetitive tasks around your bookings. When something happens (like a booking is created), workflows run actions automatically — sending emails, Slack messages, SMS, or calling webhooks. No coding required.
- Send personalized emails after bookings
- Notify your team on Slack when someone books
- Send SMS reminders before meetings
- Push booking data to external tools via webhooks
- Trigger AI voice calls for follow-ups
What Are Workflows?
Every workflow has two parts:
A Trigger
The event that starts the workflow (e.g., "when a booking is created")
One or More Actions
What happens next (e.g., "send an email", "post to Slack")
You can chain up to 5 actions per workflow. Think of it like: "When X happens, do Y, then Z."
Creating a Workflow
- 1
Go to Dashboard → Workflows
Navigate to the Workflows page in your LinkTime dashboard.
- 2
Click "Create Workflow"
Or start from a pre-built template to get going faster.
- 3
Choose a Trigger
Select the event that will start the workflow (e.g., Booking Created, Before Meeting).
- 4
Add One or More Actions
Configure what should happen when the trigger fires. You can add up to 5 actions per workflow.
- 5
Test and Enable
Test your workflow to make sure it works as expected, then flip the toggle to enable it.
Tip: Start with a template — they're pre-configured for common use cases and you can customize them after.
Triggers
Triggers are the events that start your workflow. Each workflow has exactly one trigger.
| Trigger | Description |
|---|---|
| Booking Created | Fires when someone books a meeting |
| Booking Cancelled | Fires when a booking is cancelled |
| Booking Rescheduled | Fires when a meeting is rescheduled |
| Payment Received | Fires when a paid booking payment completes |
| Before Meeting | Fires a configurable time before the meeting starts (e.g., 15 min, 1 hour) |
| After Meeting | Fires after the meeting ends |
Actions
Actions are what your workflow does when the trigger fires. You can chain up to 5 actions per workflow.
Send Email
Send a custom email to the booker, host, or any email address. Supports dynamic fields like invitee name and meeting time.
Send SMS
Send a text message to the booker or host. Requires Twilio integration to be connected.
Send Slack Message
Post a notification to a Slack channel. Great for keeping your team in the loop about new bookings and cancellations.
Call Webhook
Send an HTTP POST request to any URL with the full booking data payload. Use this to connect to CRMs, spreadsheets, or any external tool.
AI Voice Call
Trigger an outbound call via your AI voice agent. Available on Business plans and above.
Templates
LinkTime includes 6 ready-to-use templates so you can get started in seconds. Each template is fully customizable after creation.
Thank You Email
Sends a thank-you email after a booking is created.
Meeting Reminder
Sends an SMS reminder before the meeting starts.
Team Notification
Posts a Slack message when a booking is created.
Payment Confirmation
Sends an email after a payment is received.
Cancellation Follow-up
Sends an email when someone cancels a booking.
Post-Meeting Survey
Sends a survey email after the meeting ends.
Plan Limits
| Feature | Free | Pro | Business |
|---|---|---|---|
| Active workflows | 3 | 10 | Unlimited |
| Actions per workflow | 5 | 5 | 5 |
| SMS actions | — | Yes | Yes |
| AI Voice Call action | — | — | Yes |
| Webhook actions | Yes | Yes | Yes |
Common Examples
Send a Slack notification when someone books
Keep your team informed about new bookings in real time.
Send an SMS reminder 1 hour before
Reduce no-shows by reminding invitees via text message.
Email a survey after each meeting
Collect feedback while the meeting is still fresh in your invitee's mind.
Notify your CRM via webhook
Push booking data to your CRM, spreadsheet, or any tool that accepts webhooks.
API Reference
Workflows are created and managed through the LinkTime dashboard. There is no separate API for workflow configuration.
However, when a workflow uses the Call Webhook action, it sends a structured JSON payload to your endpoint. The payload follows the same format as LinkTime's webhook events.
For full details on webhook payload formats, event types, and signature verification, see the Webhooks documentation.
Troubleshooting
My workflow didn't fire
Check that the workflow is enabled (green toggle on the Workflows page). Verify that the trigger matches the event — for example, a "Booking Created" trigger won't fire when a booking is rescheduled.
SMS action failed
Verify that Twilio is connected in Settings → Integrations. Check that you have SMS credits remaining and that the recipient's phone number is in a supported country.
Webhook isn't receiving data
Confirm the URL is correct and publicly accessible (not localhost). Check the webhook delivery logs in Settings → Webhooks to see if deliveries are failing and what error codes are returned.
Need Help?
Our support team is here to help you set up and troubleshoot your workflows.
Contact Support