What are system workflows?
Each workspace in TracklerPro contains standard system workflows. These are automated processes that send email notifications when important booking actions take place.
These workflows are active by default and ensure that involved parties are automatically informed. You can edit the content of these emails, but the workflows themselves are a fixed part of every workspace.
Which system workflows are included?
Each workspace includes the following standard workflows:
Appointment created notification
Sends a notification when a new appointment is scheduled.
External booking confirmation
Sends a confirmation when a booking is made through an external page or integration.
Booking cancelled by booker
Sends an email when a participant cancels the booking themselves.
Booking cancelled by owner
Sends an email when the scheduler owner cancels the booking.
Participant removed notification
Sends a notification when a participant is removed from an appointment.
Appointment cancelled notification
Sends a general notification when an appointment is cancelled.
Can you edit the system emails?
Per workflow, you can change the subject line, edit the email content, and use data tags such as name, date, and time.
You can fully rewrite the text so it matches your own tone of voice and branding. Editing the email content does not affect how the workflow functions. The workflow remains active unless you disable it.
What happens if you disable a workflow?
When you disable a system workflow, no emails will be sent for that specific action.
This means participants will not receive automatic notifications and confirmation or cancellation emails will not be delivered. Any communication would then need to be handled manually.
Always make sure you intentionally want to disable a workflow before turning it off.