How to Use the Create Appointment Note Workflow Action in Sparkforge

The Create Appointment Note action under the Appointments category lets a workflow add a note directly to an appointment. Use it to log call recaps, status changes, or follow-up context without manual entry.

Inputs

• appointmentId (string) — required when triggered by an inbound webhook.
• body (string, max 5,000 characters) — the content of the note.

How the trigger affects required fields

• Appointment-based triggers (Appointment Status, Customer Booked Appointment) — appointment ID is auto-supplied. Just write the body.
• Inbound Webhook trigger — you must pass the appointment ID in the payload, otherwise the note has nowhere to attach.

Set up the action

1. Go to Automations > Create New Workflow > Start From Scratch.
2. Add a trigger: Inbound Webhook, Appointment Status, or Customer Booked Appointment.
3. Click Add Action.
4. Select Create Appointment Note.
5. Name the action.

Inbound Webhook configuration

Map fields from the webhook payload using custom values:

• Appointment ID: {{inboundWebhookRequest.appointmentId}}
• Note Body: {{inboundWebhookRequest.body}}

Make sure the webhook payload includes both appointmentId and body.

Appointment-based trigger configuration

No appointment ID needed. Type the note body directly, or pull it from a custom value or merge field.

Limits

• Body field maxes out at 5,000 characters.
• Notes attach to the appointment enrolled in the workflow.

Cross-record visibility

Appointment notes created through this action are internal notes. They appear on the linked Contact, Opportunity, and Conversation records, so anyone reviewing those records sees the same context. Edit or delete the note in one place and the change reflects everywhere it appears.