Gmail

Connect FlowBookings to Gmail through Zapier, and every booking on your Webflow site can trigger a personal email from your own Gmail address: a warm welcome, a rebooking nudge after a cancellation, a follow-up once the appointment's done.

Why connect FlowBookings to Gmail

FlowBookings already sends the essential confirmations and reminders automatically from the platform.

But those are transactional system emails. There's a whole other layer of email that lands better coming personally from you: the welcome note that sets the tone before a first session, the gentle "we'd love to see you back" after a cancellation, the "how did it go?" a day after the appointment.

Wiring bookings to Gmail lets you send that personal layer automatically, and the customer feels looked after by a person, and you didn't have to remember to hit send. It's the difference between a booking that gets a receipt and a customer who feels welcomed.

How it works

A customer books on your Webflow site. FlowBookings records the appointment. Zapier picks it up and sends an email from your Gmail account. Set the wording once, and every matching booking gets it, automatically, from you.

The connection runs one way, where bookings trigger emails. Gmail sends; it doesn't change the booking. Because Zapier can react to new bookings and cancellations, and can wait a set time before sending, you can cover the whole arc: welcome, win-back, and follow-up.

These emails sit alongside FlowBookings' own, not instead

Worth being clear before you build, so you don't accidentally double up.

FlowBookings sends its own booking confirmation and reminder emails automatically. The Gmail Zaps here are for the personal, extra emails on top of those and not replacements for them.

Think of it as two layers: FlowBookings handles the transactional "here's your confirmation, here's your reminder," and Gmail handles the human "so glad you booked, here's what to expect." Keep your Gmail emails to that personal layer and the two complement each other.

What you'll need

• A FlowBookings account on any plan
• A free Zapier account (a paid plan comes in only for the delayed follow-up email)
• A Gmail or Google Workspace 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 Gmail two things to react to:

Each email can draw on 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

Send a Personal Welcome Email on New Booking

New Booking → Send Email
The flagship. A booking comes in, and the customer gets a warm, personal note from your Gmail address: glad you booked, here's what to expect, here's how to reach me.

It lands as a real email from a real person, not a system receipt. This is the one that makes a first-time booker feel looked after.

Send a Rebooking Email After Cancellation

Booking Cancelled → Send Email
A cancellation doesn't have to be goodbye. This sends a kind, low-pressure note when a booking drops: "no worries, here's the link when you're ready", from your own address, so it reads like you reaching out, not an automated chase.

Send a Follow-Up Email After the Appointment

New Booking → Delay → Send Email
For the "how did it go?" that arrives after the session. Because there's no separate completion trigger, this uses a Zapier Delay step timed off the booking's start, sent, say, 24 hours later to land a follow-up or feedback request once the appointment's behind them. Great for reviews, repeat bookings, and just closing the loop warmly.

How to set up FlowBookings and Gmail 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 Gmail

Add an action, choose Gmail → Send Email, and connect the Gmail account you want the email to come from. Everything sends from this address, and replies come back to it — so use the one you actually want customers reaching.

5. Write the email

This is where the Zap earns its keep; write it once, warmly, and it goes to everyone:

Keep the tone human. The whole value here is that it doesn't sound automated, so write as you'd write to one person, and let the merge fields do the personalising.

6. Test it and switch it on

Run the test and check the inbox you sent to, and the email should arrive from your Gmail address, personalised. Read it once as if you were the customer. Looks right? Publish.

7. Add the rebooking email (optional)

Build a second Zap: trigger on Booking Cancelled, action Gmail → Send Email, with a kind, low-pressure note and your booking link. From you, so it reads like a person reaching out.

8. Add the follow-up email (optional)

Build a third Zap: trigger on New Booking, add a Delay by Zapier step set to send after the appointment (e.g. a day past startDate), then Gmail → Send Email with your "how did it go?" note or a feedback link. The delay step needs a paid Zapier plan.

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

What you need to know

A few honest edges before you build:

• Don't duplicate the confirmation. FlowBookings already emails the confirmation and reminder. Keep your Gmail emails to the personal layer, such as welcome, win-back, follow-up emails, or else the customers get two of everything
• The follow-up needs a Delay step. There's no separate "appointment finished" trigger, so the after-the-fact email is timed with a Zapier Delay off the booking start, which needs a paid Zapier plan
• Watch your sending volume. Gmail has daily send limits (higher on Workspace than free Gmail). Fine for normal booking volumes; something to know if you're sending hundreds a day
• 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 re-send or update. The trigger fires when a booking is made, not when it changes. A rescheduled booking won't send a fresh email or shift a scheduled follow-up on its own
• Mind consent for anything marketing-y. A warm booking email is fine; if your follow-ups become promotional, the usual email rules apply

Frequently asked questions

Doesn't FlowBookings already send booking emails?
Yes, the confirmations and reminders are automatic. These Gmail Zaps are for the personal extras on top: a welcome note, a rebooking nudge, a follow-up. Keep them to that layer so you're not doubling the confirmation.

Does this cost anything extra?
Zapier integration is available on all FlowBookings plans with no extra charges. You'll need a Zapier account; the free tier covers the welcome and rebooking Zaps, and the delayed follow-up needs a paid plan.

Will the email come from my address?
Yes. It sends from the Gmail account you connect, and replies come straight back to you — that's the whole point.

Can I personalise each email?
Yes. Pull in the customer's name, the service, and the date so every email reads as written for that person.

Can I email customers after their appointment?
Yes, with a Zapier Delay step timed off the booking start, since there's no separate completion trigger. Send it a day later for a follow-up or review request.

What happens if a customer reschedules?
No new email goes out, and any scheduled follow-up isn't shifted, 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.