Appointment Scenarios in Sparkforge Workflows

By Sparkforge Support Team ·Last reviewed May 3, 2026

Sparkforge workflows treat appointment booking, cancellation, and rescheduling as distinct events. Cancellations pull contacts out of the workflow; reschedules can re-enter the workflow if Allow Re-entry is enabled and the new appointment matches the trigger filters.

A contact's path through a Sparkforge workflow depends on what happens to their appointment. Below is how each scenario behaves.

Re-entry on a new booking

A contact can book multiple appointments. The Customer Booked Appointment trigger lets the contact enter the workflow again on each new booking, even if they're already in it. Allow Re-entry is not required for this case.

Cancellation

Example: today is June 20, the appointment is June 25, and the contact is parked at a "Wait 5 days" step.

If the appointment status changes from New, Confirmed, or Show to Cancel, Invalid, or No Show, Sparkforge treats it as cancelled. The contact is pulled from the workflow and no further actions run.

Reschedule to a later date

Example: original appointment June 25, rescheduled to June 30, contact is at a "Wait 5 days" step.

Any change to the start time or end time is treated as a reschedule. The contact is pulled from the workflow. If a workflow trigger fires on Appointment Status = Rescheduled and the new appointment matches the trigger filters (calendar, assigned user), the contact re-enters the workflow — but only when Allow Re-entry is enabled in workflow settings.

If the trigger conditions don't match, the contact stays out.

Recurring appointments

Recurring appointments do not fire the Customer Booked Appointment trigger. If you need a workflow to run on each instance, use Appointment Status triggers instead.

Quick reference

Event	Workflow behavior
New booking	Contact enters workflow (re-entry allowed)
Cancellation	Contact pulled out, no further actions
Reschedule	Contact pulled out, may re-enter if Allow Re-entry is on and trigger matches
Recurring	Customer Booked Appointment trigger does not fire

Frequently Asked Questions

Does cancelling an appointment stop the workflow?

Yes. When the status changes to Cancel, Invalid, or No Show, the contact is pulled out and no further actions run.

What counts as a reschedule?

Any change to the appointment's start time or end time. That status change can re-trigger a workflow if Allow Re-entry is on and filters match.

Will recurring appointments start a workflow on each instance?

No. The Customer Booked Appointment trigger does not fire for recurring appointments. Use Appointment Status triggers if you need per-instance behavior.

Can a contact be in the same workflow more than once?

Yes for new bookings — the Appointment trigger allows multiple entries by design. For reschedules, you need Allow Re-entry enabled in workflow settings.