Wix Bookings: Creating Bookings Automations

Automations can help you to stay in touch with your clients and make sure they come back for more sessions. Create automations that are triggered for different things, such as when clients attend their first session, when they check in to sessions, or if they haven't booked a session in a while.

Important:

In order for 'Client checked in X times' or 'Client checks in' automations to work, you must also mark attendance.

Step 1 | Create a new automation

Create custom automations from the Automations tab in your site's dashboard. Make sure to choose a name that's clear and easy for your staff and collaborators on your site to understand.

To create a new automation:

1. Go to your Automations Dashboard.

2. Click + New Automation.

3. Click + Start from Scratch.
   Note: To use a suggested automation, search and select from the options under Popular. You can edit the trigger and actions of a suggested automation.

1. Click the title at the top to give your automation a name.

Step 2 | Choose a trigger for the automation

The trigger is a specific action your clients take on your site, such as checking in for a session, that activates the automation.

The triggers you see change depending on the app you're using. Make sure to choose Bookings and then select one of the available triggers.

To choose a trigger:

1. Select Bookings under Choose an app and trigger.

2. Click the checkbox next to the relevant trigger:

Session booked

1. Click to select the relevant option from the Select which services trigger this automation drop-down.

2. Click to select the relevant option from the Limit frequency to drop-down: Don't limit (trigger every time), Once per contact, or Once per contact every 24hrs.

Booking canceled

1. Click to select the relevant option from the Select which services trigger this automation drop-down.

2. Click to select the relevant option from the Limit frequency to drop-down: Don't limit (trigger every time), Once per contact, or Once per contact every 24hrs.

Client checked in X times

1. Click to select the relevant option from the Number of sessions the client has attended drop-down.

2. Click to select the relevant option from the Limit frequency to drop-down: Don't limit (trigger every time), Once per contact, or Once per contact every 24hrs.

Client checks in

1. Click to select the relevant option from the Select which services trigger this automation drop-down.

2. Click to select the relevant option from the Limit frequency to drop-down: Don't limit (trigger every time), Once per contact, or Once per contact every 24hrs.

Client was last checked-in a while ago

Click to select the relevant option from the Limit frequency to drop-down.

Session starts

1. Click to select the relevant option from the Select which services trigger this automation drop-down.

2. Click to select the relevant option from the Limit frequency to drop-down: Don't limit (trigger every time), Once per contact, or Once per contact every 24hrs.

Session ends

1. Click to select the relevant option from the Select which services trigger this automation drop-down.

2. Click to select the relevant option from the Limit frequency to drop-down: Don't limit (trigger every time), Once per contact, or Once per contact every 24hrs.

Step 3 | (Optional) Add a delay

Choose when you want the automation to happen after your client takes the relevant action on your site. You may want to perform the action immediately after the trigger occurs, or set a delay to send it after a certain amount of time has passed.

Make sure to add the relevant delay, so that the automation doesn't happen too quickly or too late.

To add a delay:

1. Click + Add Delay.

2. Click the up and down arrows to set the number and click the drop-down to choose between days, hours and minutes.

Note:

If you don't add a delay, the action is performed as soon as the trigger occurs.

Step 4 | (Optional) Add a condition

After choosing a trigger, you can also add a condition. Conditions are a great way to set and manage more complex automation flows.

To add a condition:

1. Click + Add Condition.

2. Click the Select criteria drop-down and choose the criteria you want to use to decide whether this automation continues each time it's triggered.

3. Click the drop-down that appears next to your criteria drop-down to select your operator (e.g. "is", "is not").

4. Click the drop-down or text box that appears next to your operator drop-down to complete your condition. The logical statement you've created will determine whether the automation continues. For example: "Booking creation date is before 01/01/2024". This is useful if you are running an end-of-year promotion and want to send an email reminding your clients about discounts.

5. (Optional) Click + Add Criteria to add any further criteria.

Tip:

Learn more about best practices for creating conditions.

Step 5 | Choose an action

After choosing the trigger, decide what action you want your site to take in response to that trigger. For example, if your trigger was 'Client checks in', you might want to send that visitor an automatic thank you email.

To choose an action:

1. Click your chosen action in the Action section.
   Note: The actions available will differ based on your trigger choice.

1. Set up the action using the available options. Click the relevant action below to learn how:

Send an email

1. Click Edit in the Sender details section to edit your sender details:From name: This is the name that appears in the recipient's inbox.
   Reply-to email: This is the address that replies are sent to.
   

2. Scroll down to the Create an email section and choose what you want to do:Click Edit to update the default template generated by this automation.
   Click the More Actions drop-down and select Switch template to use an email template from a different automation or email marketing campaign.
   

Tips:

• Learn more about customizing automated emails, including editing sender details, designing email templates and using dynamic values to give your emails a personal touch.

• Make sure to create email automations that don't overlap with other emails. Many apps already send emails to your contacts for specific events (e.g. making purchases in Wix Stores).

Send a chat message

1. Enter the chat message you'd like to send in the Message field.

2. Click the Send this message only when I'm online to chat toggle to specify when these messages are sent:Enabled: This chat message will only be sent when your chat status is online.
   Disabled: This chat message will be sent whether your chat status is online or offline.
   

Notes:

• You must have installed Wix Chat to set up this action.

• By default, chat messages are sent immediately after trigger. It is not possible to change the timing.

Create a task

Add a task for yourself or your team members and set a due date for it.

1. Enter your task in the Add a task for you or your team field.

2. Click the Assign to you or your team drop-down to choose to have the task sent to you or a member of your team, or left unassigned.

3. Click the Set a due date toggle to choose whether to set a due date:Enabled: Select a value in the Number of days to complete task field.
   Disabled: Your task will not have a due date.
   

Learn more about tasks and reminders.

Move a workflow card

A workflow is a list that displays all of the steps of a project in columns so you can easily keep track of every phase. Create or move a card in a workflow automatically with Automations.
Learn more about workflows.

1. Click the In This Workflow drop-down to select the workflow you'd like to move a card in.

2. Click the To This Step drop-down to select the step you'd like to move the card to.

Invite to a group

Send an email to contacts to invite them to join your group.

Select an existing group you want to invite contacts to, or create a new group.

Update Google Sheets

Send site data, such as form submissions or bookings, directly to a Google spreadsheet. Learn more about using automations to send data to Google Sheets.

Connect to Zapier

Connect your automations to more than 1,000 apps like Google Docs, Trello, Slack and more. To use this feature, you'll need to enable Velo and sign up to Zapier. Learn more about connecting your automations with a third-party app using Zapier.

Send via webhook

Send data to a third-party app or your own server using a webhook. Learn more about automatically sending data using a webhook.

Get an email

This feature is useful for communicating significant site events to your team. You can send notifications to multiple addresses.

1. Enter details to set up your emails:Send notifications to: Enter the address the notification email will be sent to. For multiple recipients, separate each address with a comma.
   Email subject: Enter the email's subject line.
   Message: Enter the email's content.
   

2. Click the Include details of trigger in the email toggle to include trigger details such as the data collected or items purchased.
   Note: Some trigger details cannot be included in these emails, e.g. time picker, upload fields (e.g. document, audio), signature, address (including those with Google API keys).

Assign a badge

Badges allow you to label your contacts so they can be easily differentiated (for example, a badge could mark a certain milestone being met). Learn more about badges.

Click x next to the badge(s) you don't want to assign, until you can only see the badge(s) you do want this automation to assign.

Note: Click + Add Badge to create your first badge if you don't see any listed.

Send a coupon

1. Select whether to send a unique coupon each time in the Set Coupon section.

2. Click the Select or create a coupon template drop-down to choose the coupon you'd like to use or create a new one.

Learn more about sending coupons.

Send a push notification

Send a push notification that appears on a customer's device screen ("pushed" by their mobile app). Enter the notification's title and message, and choose whether it takes customers to your app's home screen or a specific product or service.

Notes:

• This action is only available with a Mobile App Premium plan and when your app is live in stores.

• We are currently in the process of releasing this functionality, so this action is not available for all triggers yet. If you select a trigger and see the Send a push notification action, it is available for that trigger.

Request payment

1. Enter the Email subject.

2. Enter the Message you want to include in the email.

3. (Optional) Click Add Dynamic Value to personalize the email. Learn more about dynamic values.  
   
   

Give loyalty points

Reward your visitors for their loyalty by assigning loyalty points. Learn more about the Wix Loyalty Program.

1. Enter a description of this way of earning points in the Tell customers how they can earn points field.
   Note: This description should reflect the trigger you've chosen for this automation (for example, if your trigger is a visitor submitting a form, this will be the way they earn points).

2. Enter the number of points awarded in the Customer earns field.

Note: You can also add ways to earn loyalty points within the Loyalty Program area of your site's dashboard.

Add a label

Adding labels to your contacts helps you to filter your contact list and categorize your mailing lists. Learn more about labels.

Click + Add Label to select the label(s) you'd like to add.

3.  (Optional) Click + Add an Action to include more than one action in the automation following the steps above.

Step 6 | Activate the automation

Click Activate to save and activate the automation. It now appears on your Automations page where you can edit, deactivate or delete according to your needs.