ClickUp

Connect FlowBookings to ClickUp through Zapier and every appointment booked on your Webflow site becomes a task in the list you choose the moment it's made, with the customer and service already filled in.

Why connect FlowBookings to ClickUp

ClickUp is where your team already tracks that work, so a booking that never becomes a task is work happening off the board, in someone's memory, waiting to be forgotten.

Connect the two and every booking creates a task in the right place, assigned, dated to the appointment, dropped into the status you want it to start in. The person responsible sees it in their normal ClickUp view without anyone forwarding anything.

And because ClickUp bends to however you've set it up, the booking lands exactly where it fits your workflow, not some generic inbox.

Spaces, lists, statuses and custom fields

ClickUp nests work: spaces hold folders and lists, and lists hold tasks. What sets ClickUp apart is what a task can carry — an assignee and due date like any tool, but also custom statuses you define (not just "to do/done" but "New Booking → Prepping → Confirmed → Delivered," whatever you want) and custom fields for anything else you track.

A booking maps onto a task richly: service and customer make the task name, the appointment becomes the due date, and you can pour the rest- email, price, booking ID into custom fields rather than burying it in a description.

The setup decision is picking the list bookings land in and the status they start at. Because you control both, you can make bookings flow into an existing pipeline you've already built.

What you'll need

• A FlowBookings account on any plan
• A free Zapier account
• A ClickUp account with a space and list set up to receive bookings
• At least one service set up in FlowBookings, and one booking to use as a test

The triggers you're working with

FlowBookings gives ClickUp two things to react to:

Each task can carry the customer's first and last name, email, the service name, the start and end time, the price, and any custom fields the customer filled in on your form.

Zaps you can build

Create a Prep Task for Every Booking

New Booking → Create Task
A booking comes in, and a task appears in your ClickUp list named for the service and customer, dated to the appointment, sitting in your chosen starting status, ready to assign. Whoever handles prep or onboarding sees it in their normal view.

Create a Cancellation Task on Booking Cancelled

Booking Cancelled → Create Task
When a booking drops, there's usually something to handle, such as a refund, a slot to re-fill, a client to follow up with. This creates a task for it automatically, in whatever list and status you use for that work, so nothing falls through when a booking disappears.

How to set up FlowBookings and ClickUp integration

Here are the steps to build the integration:

1. Grab your API key

In FlowBookings, go to Dashboard → Integrations → API Key and copy the key. This is what lets Zapier into your account, so treat it like a password and don't paste it anywhere public.

2. Start a new Zap

In Zapier, hit Create → Zaps, search FlowBookings, and pick it as your trigger app.

3. Choose the New Booking trigger

Select New Booking. When Zapier asks you to sign in, paste your API key. It'll pull in a recent booking as sample data so you've got real fields to work with. No bookings yet? Make a quick test one on your Webflow site first.

4. Add ClickUp

Add an action, choose ClickUp → Create Task, connect your account, and pick the space and list bookings should land in.

5. Map your booking to the task

If you haven't set up custom fields, drop the email, price, and booking ID into the task description instead.

6. Test it and switch it on

Run the test and check ClickUp, and the task should appear in the right list, dated, assigned, and in your starting status. Looks right? Publish.

7. Add the cancellation task (optional)

Build a second Zap: trigger on Booking Cancelled, action ClickUp → Create Task, into whatever list handles follow-up work — a refund, a re-fill, a check-in. Assign it to whoever owns cancellations. Two Zaps and both sides of a booking's life create the work they need.

Here is detailed documentation on how to set up Zapier in FlowBookings.

What you need to know

A few honest edges before you build:

• Use custom fields and statuses. Mapping email, price, and booking ID into custom fields (and starting tasks in a status you've defined) is what makes bookings fit your existing workflow instead of a generic task list
• It's tasks, not booking control. ClickUp tracks the work around a booking; it can't create, approve, or cancel the booking itself. That lives in FlowBookings
• It's fast, not instant. Zapier checks for new bookings every 1–5 minutes on paid plans, up to 15 on the free one
• Reschedules don't move the task. The trigger fires when a booking is made, not when it changes. A rescheduled booking won't update the task's due date on its own, so you'd adjust it in ClickUp
• A cancelled booking doesn't close its prep task. The cancellation Zap creates a new follow-up task; it doesn't find and close the original prep task. Doing that needs a more advanced Zap with a search step on the booking ID

Frequently asked questions

Does this cost anything extra?
Zapier integration is available on all FlowBookings plans with no extra charges. You'll need a Zapier account, and the free tier covers both Zaps on this page.

Can bookings land in a specific status?
Yes, set the starting status in the Zap, so bookings enter your workflow exactly where you want them, not just a default "to do."

Can I store booking details in custom fields?
Yes, and you should. Map the email, price, and booking ID into ClickUp custom fields for clean, structured data rather than a text description.

Can I assign booking tasks to team members?
Yes. Set the assignee in the Zap, or route different services to different lists and assignees with a filter step.

What happens when a booking is cancelled?
Nothing to the original task automatically. The optional second Zap creates a new follow-up task to handle the cancellation.

What happens if a customer reschedules?
The task isn't updated automatically, and the trigger only fires on a fresh booking. You'd adjust the due date in ClickUp.

Do I need to know how to code?
Not at all. Everything's done by pointing and clicking in Zapier.