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Twenty-four hours before a scheduled appointment or meeting, the contact receives a WhatsApp message with the details and a short form to confirm, reschedule, or cancel. The workflow updates the record, notifies the right person, and sends a second reminder on the morning of the appointment if there is no response. It also handles pre-visit requirements such as dietary or accessibility needs.

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At a glance

TriggerMeeting or appointment date approaching
ChannelsWhatsApp
TemplatesConfirmation Flow plus reminder
PlatformsHubSpot

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What this workflow does

The contact gets a confirmation request the day before. If they confirm, an optional same-day reminder follows. If they need to reschedule or cancel, a task is created for the host with the reason or preferred time. Where the appointment involves a visit, the same form can collect special requirements that are written back to HubSpot as structured data, so the team can prepare in advance. No response triggers a lighter morning-of reminder.

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What you will need

  • A WhatsApp Flow template for confirm, reschedule, or cancel (with optional requirements fields)
  • A HubSpot contact or meeting property holding the appointment date and time
  • The contact’s WhatsApp number in international format

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Workflow steps

  1. Trigger meeting created in HubSpot’s meetings tool, a custom date property, or enrolment from a booking workflow.
  2. Delay until 24 hours before pause the workflow until the day before the appointment.
  3. Send confirmation personalised with first name, date, time, and host or location.
  4. Wait for completion delay until Form Completed, up to 20 hours.
  5. Branch, completed:
    • Confirmed set Meeting Confirmed to Yes, send confirmation, optionally add a reminder 2 hours before.
    • Reschedule acknowledge, create a task for the host with the preferred time, notify internally.
    • Cancel acknowledge, create a task with the reason, optionally enrol in re-engagement.
  6. Branch, no response send a short morning-of reminder, wait up to 2 hours for a reply, then confirm, create a task, or proceed as scheduled.

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Tips and gotchas

For multi-person meetings, enrol all associated contacts so each gets their own confirmation. For recurring appointments, enable re-enrolment so the workflow runs each cycle.
  • For restaurants and clinics, keep any requirements form to three to five fields and make sure the team can see the collected properties before the visit.