ConvertKit

ConvertKit (now Kit) is built for creators who run on email sequences.

Every person who books you is a subscriber those sequences should already be reaching. Connect FlowBookings to ConvertKit through Zapier and every customer who books on your Webflow site becomes a subscriber automatically, tagged and ready to drop into the right sequence.

Why connect FlowBookings to ConvertKit

The people who book you are the warmest subscribers you'll ever add. They've committed time, often money. And if their email only lives in your booking dashboard and your sequences, the whole reason you run ConvertKit.

Connect the two together, and your list grows on its own. Every booking adds a subscriber, tagged by where they came from, ready to enter whatever sequence fits: a welcome series, a course nurture, a re-engagement flow.

The person who booked a coaching call this week is being nurtured by your automation next week without you lifting a finger. For a creator or coach, that's the difference between a booking tool and one that feeds the email engine you already built.

How it works

A customer books on your Webflow site. FlowBookings records the appointment. Zapier picks it up and adds the subscriber in ConvertKit.

The connection runs one way, where bookings flow into ConvertKit. And because ConvertKit's whole model is built on tags and sequences, adding a subscriber isn't the end of it; it's the thing that kicks your automation off. More on that below.

Subscribers, tags and sequences

Worth thirty seconds before you build, because ConvertKit is structured differently from Mailchimp and it changes how you wire this up.

ConvertKit doesn't have "audiences" or "lists" in the Mailchimp sense. Everyone lives in one subscriber pool, and you organize with tags and forms. The piece that makes ConvertKit ConvertKit is sequences — automated series of emails a subscriber moves through. And the way you start a sequence is usually by applying a tag: tag a subscriber Booked, and an automation rule you've set up drops them into your welcome sequence.

So for bookings, the tag isn't just a label; it's the trigger. Add the booker as a subscriber, apply a tag, and let your ConvertKit automation take it from there. Get the tag right at the point of booking and the whole sequence fires on its own.

What you'll need

• A FlowBookings account on any plan
• A free Zapier account
• A ConvertKit (Kit) account
• At least one service set up in FlowBookings, and one booking to use as a test

The triggers you're working with

FlowBookings gives ConvertKit two things to react to:

Each subscriber can carry the customer's first name, email, the service name, and if you use custom form fields or anything else the customer filled in on your form.

Zaps you can build

Add Every Booking Customer to ConvertKit

New Booking → Add Subscriber to Form / Tag
A booking comes in, and the customer becomes a ConvertKit subscriber tagged so you know they booked, and, if you've set it up, dropped straight into a sequence. This is the Zap that turns your bookings into a growing, automated list.

Tag Cancelled Customers for Win-Back

Booking Cancelled → Tag Subscriber (Cancelled)
A cancellation is a subscriber worth winning back. This applies a Cancelled tag, which can trigger a ConvertKit sequence nudging them to rebook. The people most likely to book again are the ones who nearly did.

How to set up FlowBookings and ConvertKit 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 ConvertKit

Add an action and connect your ConvertKit account. You've got two ways to add the subscriber, and which you pick depends on how you want the sequence to fire:

• Add Subscriber to Form: adds them via a ConvertKit form, which can auto-trigger a sequence attached to that form. Cleanest if you already run form-based automations
• Tag Subscriber: adds (or updates) the subscriber and applies a tag. Best if your sequences are triggered by tags

Both create the subscriber if they don't exist and match on email if they do, so returning customers don't duplicate.

5. Map your booking to the subscriber

ConvertKit field

ConvertKit works primarily with a single first-name field and email, so you don't map a last name here the way you would in Mailchimp or other tools.

6. Point the tag at a sequence

This is the step that makes ConvertKit worth it.

In ConvertKit itself, set up an automation rule: when tag Booked is added → subscribe to sequence [your welcome sequence]. Now every booking doesn't just add a name; it starts the emails. The Zap adds and tags; ConvertKit's automation does the rest.

7. Test it and switch it on

Run the test and check ConvertKit; the subscriber should appear with the tag applied, and if your automation rule is live, they should enter the sequence. Looks right? Publish.

8. Add the win-back tag (optional but worth it)

Build a second Zap: trigger on Booking Cancelled, action ConvertKit → Tag Subscriber with a Cancelled tag. Then set an automation rule that drops anyone with that tag into a short rebooking sequence. A cancellation becomes a second chance, hands-off.

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

What you need to know

A few honest edges before you build:

• The tag is the trigger. Adding a subscriber does nothing on its own, and the sequence fires from the tag or form. Set the automation rule in ConvertKit, or the emails never send
• Respect consent. A booking is a transaction, not automatically a marketing opt-in. Make sure adding booking customers to your sequences fits the consent rules that apply to them (GDPR, CAN-SPAM)
• First name and email, not first + last. ConvertKit's model is lighter than Mailchimp's — map email and first name and don't overthink the rest
• 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 update the subscriber. The trigger fires when a booking is made, not when it changes
• Tagging doesn't unsubscribe. The win-back Zap tags cancelled customers; it doesn't remove them. Unsubscribes are still handled in ConvertKit

Frequently asked questions

Is ConvertKit the same as Kit?
Yes. ConvertKit rebranded to Kit. The integration works the same regardless of which name you see in your account.

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.

Will it create duplicate subscribers?
No. ConvertKit matches on email, so a returning customer updates their existing subscriber.

How do I make a booking trigger a sequence?
Add the subscriber with a tag, then set an automation rule in ConvertKit: when that tag is added, subscribe them to your sequence.

Can a cancellation trigger a rebooking email?
Yes. The second Zap tags cancelled customers, and an automation rule set to run on that tag starts the follow-up sequence.

What happens if a customer reschedules?
The subscriber isn't updated automatically, and the trigger only fires on a fresh booking.

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

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