Workflow Action: Create Appointment Note

What This Workflow Action Does

The Create Appointment Note workflow action adds a note directly to an appointment record when a workflow runs. It’s useful for capturing outcomes, instructions, form data, or handoff context—without manual copy/paste.

Important Requirements

• The note body is limited to 5000 characters.
• Appointment-based triggers automatically include the appointment reference.
• If you use an Inbound Webhook trigger, your payload must include: appointmentId and a body value.

How to Set It Up

1. Create or edit a workflow: Open the workflow builder and start a new workflow (or edit an existing one).
2. Add a trigger: Choose either an appointment-based trigger (status updates, confirmations, etc.) or an Inbound Webhook trigger if the note is coming from an external system.
3. Add the action: Add an action and select Create Appointment Note.
4. Write the note: Enter your note content and insert dynamic values (custom values) if needed.
5. Save, test, publish: Test with a sample appointment (and webhook payload if applicable), then publish the workflow.

Using Inbound Webhooks: Required Values

When your workflow trigger is Inbound Webhook, the note must be attached to a specific appointment. Include both of these values in the webhook payload:

If either value is missing, the platform won’t know which appointment to attach the note to (or what note content to write).

Example: Post-Appointment Outcome Note

After an appointment is confirmed (or completed), write an internal note that captures the outcome and next step.

• Trigger: Appointment status updated
• Action: Create Appointment Note
• Note: “Outcome: Qualified · Next step: Send proposal · Owner: ”

Best Practices

• Standardize formatting (example: Label: Value) so notes look consistent.
• Use dynamic values for services, dates, staff, outcomes, and follow-up instructions.
• Stay under the 5000-character limit (keep notes action-focused).
• Always test webhook payloads before publishing.