Slack

Connect FlowBookings to Slack through Zapier, and every appointment booked on your Webflow site drops into the channel you choose the moment it happens.

Nobody has to sit refreshing a dashboard to know the day is filling up.

Why connect FlowBookings to Slack

Instead of refreshing your FlowBookings dashboard every 5 minutes to check there’s a new booking, you can get instant reminders as soon as a booking comes to you.

The front desk sees it, the person who runs the schedule sees it, the owner keeping half an eye on things sees it all without a FlowBookings login between them.

When someone cancels, that shows up too, so a freed-up slot is something you find out about now, not when you're standing around at 2 pm wondering where your appointment went.

It's the difference between checking for bookings and just knowing about them.

How it works

A customer books on your Webflow site and FlowBookings records the appointment. Zapier notices and posts a message to Slack. That's the whole chain, and once it's set up, it runs untouched.

The connection goes one way: Slack receives the booking, but it doesn't send bookings back.

Messages are posted by Zapier's Slack app, which needs to be in your workspace and invited to any private channel you want it to reach.

What you'll need:

• A FlowBookings account on any plan
• A free Zapier account (a paid Zapier plan only comes in if you want to route different services to different channels)
• A Slack workspace you can add apps to
• At least one service set up in FlowBookings, and one booking to use as a test

The triggers you're working with

FlowBookings gives Slack two things to react to:

Each message 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

Send New Booking to Slack

New Booking → Send Channel Message
A booking lands in FlowBookings and a message is automatically posted on your Slack channel.

Notify Team on Booking Cancellation

Booking Cancelled → Send Channel Message
A cancellation is a slot you've just got back, but only if someone knows about it. This posts the moment a booking is canceled.

Route Bookings by Service to Slack Channels

New Booking → Filter → Send Channel Message
Running several services with different people behind them? Send each one to its own channel. Consultations to the #consults channel, treatments to the #treatments channel. A Zapier filter on the service name sorts it, one Zap per channel.

How to set up FlowBookings and Slack integration

Here are the steps to set up 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 — 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 — you'll want it for the next step regardless.

4. Add Slack

Add an action, choose Slack → Send Channel Message, sign in to your workspace, and approve the permissions. If your workspace is locked down, an admin may need to green-light Zapier before this goes through.

5. Write the message

This is where the Zap earns its keep. Pick your channel, then build the message from your booking fields. Something like:

*New booking — {{service.name}}*
{{customer.firstName}} {{customer.lastName}}
{{startDate}} · ${{price}}
{{customer.email}}

Slack turns *text* bold, so the service name stands out when messages pile up. Enable "Send as bot" if you want it posting under a tidy FlowBookings name and icon.

6. Test it and switch it on

Run the test and look at Slack. If it errors on the channel, the Zapier app isn't in there yet; type /invite @Zapier in that channel and test again. If the time looks off, it's almost always a timezone mismatch in your FlowBookings settings; Slack prints what it's handed. Looks right? Publish.

7. Add cancellations (optional but worth it)

Build a second Zap the same way, but trigger on Booking Cancelled. Word it so a cancellation is unmistakable at a glance, and send it to the same channel or a dedicated one. Two Zaps and your channel now covers the full round trip.

8. Split services across channels (optional)

Want each service in its own room? Trigger on New Booking, add a Filter by Zapier step set to continue only when the service name matches, then post to that service's channel. One Zap per channel. This one 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:

• It's notifications, not control. Slack tells your team what happened; it can't create, approve, or cancel a booking. Those happen 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 stay quiet. The trigger fires when a booking is made, not when it moves. If a customer reschedules, no fresh message posts and the original stays put, showing the old time
• Cancellations don't thread. A cancellation is its own message, not a reply under the original booking.
• Private channels need an invite. The Zapier app has to be added to a private channel before it can post there
• Keep the formatting simple. Messages support Slack's basic markdown: bold, links, line breaks.

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 the basic booking-to-Slack Zap. A paid Zapier plan is only needed if you want service routing.

Can my team approve or cancel bookings from Slack?
No. It's a one-way feed: Slack shows you what's happening, and you make changes in FlowBookings.

How fast do bookings show up?
Somewhere between one and fifteen minutes, depending on your Zapier plan's checking speed.

Can I post to a private channel?
Yes, just invite the Zapier app to it first with /invite @Zapier.

What happens if a customer reschedules?
No new message goes out, since the trigger only fires on a fresh booking. The original message stays in the channel with the old time.

Can different services go to different channels?
Absolutely. One Zap per channel, each with a filter on the service name.

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

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