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Zoho Bookings Trigger

Overview​

Zoho Bookings triggers allow you to start workflows automatically when appointment events occur in your Zoho Bookings account. These triggers use a polling mechanism to detect new bookings, cancellations, and rescheduled appointments.

Authenticating with Zoho Bookings​

Before using triggers, connect your Zoho Bookings account via OAuth 2.0 in Boltic. See the Integration documentation for setup steps.

Setting Up a Trigger​

Step 1: Create a New Workflow​

  • Log in to your Boltic account and navigate to the "Workflows" page from Left Navigation.
  • Click on the "Create New Workflow" button and select "Zoho Bookings" as the trigger.

Step 2: Configure the Trigger​

  1. Select your Zoho Bookings Account connection.
  2. Select Webhook as the resource.
  3. Choose the Event you want to listen to.
  4. Configure the required parameters (Service ID, Staff ID).
  5. Test the trigger to verify it receives data correctly.

Polling Interval: Triggers check for new records every 15 seconds.

Available Triggers​

Appointment Booked​

Triggered when a new appointment is booked in Zoho Bookings with status UPCOMING.

Required Fields:

  • Service ID: The booking service to monitor (auto-populated from your Zoho Bookings account).
  • Staff ID: The staff member assigned to the service (auto-populated from your Zoho Bookings account).

Optional Fields:

  • From Time: Start of the time range to filter appointments. Format: dd-MMM-yyyy HH:mm:ss (e.g. 01-Jan-2022 10:00:00).
  • To Time: End of the time range to filter appointments. Format: dd-MMM-yyyy HH:mm:ss (e.g. 01-Jan-2022 10:00:00).
  • Need Customer More Info: Set to Yes to provide additional customer details for filtering:
    • Customer Name: Name of the customer.
    • Customer Email: Email address of the customer.
    • Customer Phone Number: Phone number of the customer.

Trigger Details:

  • Event: webhook.appointment_booked
  • Polling Criteria: Timestamp-based on last_updated_timestamp field (ISO format).
  • API Endpoint: Fetches appointments with UPCOMING status, sorted by last updated time in descending order.
  • Data Returned: Complete appointment details including service, staff, customer information, booking time, and status.

Use Cases:

  • Customer confirmation emails and SMS notifications
  • Staff calendar synchronization
  • CRM integration for customer management
  • Resource allocation and preparation workflows

Appointment Cancelled​

Triggered when an existing appointment is cancelled in Zoho Bookings.

Required Fields:

  • Service ID: The booking service to monitor (auto-populated from your Zoho Bookings account).
  • Staff ID: The staff member assigned to the service (auto-populated from your Zoho Bookings account).

Optional Fields:

  • From Time: Start of the time range to filter appointments. Format: dd-MMM-yyyy HH:mm:ss (e.g. 01-Jan-2022 10:00:00).
  • To Time: End of the time range to filter appointments. Format: dd-MMM-yyyy HH:mm:ss (e.g. 01-Jan-2022 10:00:00).
  • Need Customer More Info: Set to Yes to provide additional customer details for filtering:
    • Customer Name: Name of the customer.
    • Customer Email: Email address of the customer.
    • Customer Phone Number: Phone number of the customer.

Trigger Details:

  • Event: webhook.appointment_cancelled
  • Polling Criteria: Timestamp-based on last_updated_timestamp field (ISO format).
  • API Endpoint: Fetches appointments with CANCEL status, sorted by last updated time in descending order.
  • Data Returned: Cancelled appointment details including original booking information, cancellation timestamp, and customer data.

Use Cases:

  • Customer cancellation confirmation notifications
  • Staff schedule updates and availability restoration
  • Waiting list notifications to other customers
  • Cancellation analytics and trend analysis

Appointment Rescheduled​

Triggered when an existing appointment is rescheduled to a different date or time in Zoho Bookings.

Required Fields:

  • Service ID: The booking service to monitor (auto-populated from your Zoho Bookings account).
  • Staff ID: The staff member assigned to the service (auto-populated from your Zoho Bookings account).

Optional Fields:

  • From Time: Start of the time range to filter appointments. Format: dd-MMM-yyyy HH:mm:ss (e.g. 01-Jan-2022 10:00:00).
  • To Time: End of the time range to filter appointments. Format: dd-MMM-yyyy HH:mm:ss (e.g. 01-Jan-2022 10:00:00).
  • Need Customer More Info: Set to Yes to provide additional customer details for filtering:
    • Customer Name: Name of the customer.
    • Customer Email: Email address of the customer.
    • Customer Phone Number: Phone number of the customer.

Trigger Details:

  • Event: webhook.appointment_rescheduled
  • Polling Criteria: Timestamp-based on last_updated_timestamp field (ISO format).
  • API Endpoint: Fetches UPCOMING appointments and detects rescheduled ones via last updated time, sorted in descending order.
  • Data Returned: Updated appointment details including new date/time, staff assignment, and customer information.

Use Cases:

  • Customer notification about schedule changes
  • Staff calendar updates and conflict resolution
  • Resource reallocation for new time slots
  • Schedule optimization analytics

Troubleshooting​

Common Issues​

  • No data received: Ensure your Zoho Bookings account has recent appointments matching the trigger event and selected Service/Staff IDs.
  • Authentication errors: Reconnect your Zoho Bookings account if the access token has expired.
  • Missing Service or Staff ID: Make sure you have selected valid Service and Staff from the dropdowns.
  • Time format errors: Ensure From Time and To Time follow the dd-MMM-yyyy HH:mm:ss format (e.g. 01-Jan-2022 10:00:00).
  • Rate limits: Zoho Bookings API has rate limits. Monitor usage to avoid hitting limits.

Support​