Trello

If you run your work on a Trello board, every booking should show up as a card on it. Connect FlowBookings to Trello through Zapier and every appointment booked on your Webflow site becomes a card in the list you choose the moment it lands, with the customer and service already filled in.

Why connect FlowBookings to Trello

Trello's whole appeal is that you can see your work as cards sitting in lists, moving left to right as they get done. But a booking that never becomes a card is invisible to that board. The prep, the follow-up, the "did we get to this yet"- none of it shows up where you actually look.

Connect the two and every booking lands as a card on your board, ready to move through your process: New Bookings → Prepping → Confirmed → Done, or whatever your lists are. You get a glanceable view of every appointment and where it is in your workflow, and your team pulls cards the way they already do. The booking and the work around it live on the same board instead of in two separate tools.

How it works

A customer books on your Webflow site. FlowBookings records the appointment. Zapier picks it up and creates a card in Trello.

The connection runs one way: bookings create cards in Trello. Trello tracks the work visually; it doesn't change the booking. And because it reacts to cancellations as well as new bookings, you can card up follow-up work automatically too.

Boards, lists and cards

Worth thirty seconds before you build, because Trello's structure is its whole personality, and it's different from a task tool like Asana.

Trello is boards, each holding lists (the columns), each holding cards (the work). A card carries a title, a description, a due date, labels, and members. The point of Trello is movement: a card starts in one list and slides across to the next as it progresses.

A booking maps onto a card naturally: the service and customer make the card title, the appointment becomes the due date, the customer details go in the description. The decision to make up front is which list a new booking lands in — almost always your first column, something like "New Bookings" or "To Prep." From there you (or another Zap) move it along.

Where Asana thinks in assignees and due dates, Trello thinks in what column this is in, so set your board up as the pipeline you want bookings to flow through, and the integration just drops each new one at the start of it.

What you'll need

• A FlowBookings account on any plan
• A free Zapier account
• A Trello account with a board and at least one list set up
• At least one service set up in FlowBookings, and one booking to use as a test

The triggers you're working with

FlowBookings gives Trello two things to react to:

Each card 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 Card for Every Booking

New Booking → Create Card
A booking comes in, and a card appears in your first list named for the service and customer, dated to the appointment, ready to move across the board. Your team sees every booking as a card they can pick up and progress.

Create a Cancellation Card on Booking Cancelled

Booking Cancelled → Create Card
When a booking drops, there's usually something to handle: a refund, a slot to re-fill, a client to follow up with. This drops a card into whatever list handles that, so cancellations become visible work on the board instead of a gap nobody noticed.

How to set up FlowBookings and Trello 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 Trello

Add an action, choose Trello → Create Card, and connect your Trello account.

5. Map your booking to the card

6. Test it and switch it on

Run the test and check Trello, and the card should appear in the right list, dated, with the details in the description. Looks right? Publish.

7. Add the cancellation card (optional)

Build a second Zap: trigger on Booking Cancelled, action Trello → Create Card, into whatever list handles follow-up: a "Cancellations" or "To Refund" column. Now both a new booking and a cancellation show up as cards you can act on. Two Zaps and your board covers the full round trip.

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

What you need to know

A few honest edges before you build:

• Cards land in one list. New bookings drop into the list you set as usually your first column. Moving them along the board is manual, or a separate Zap on another trigger
• It's cards, not booking control. Trello tracks the work around a booking visually; 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 or update the card. The trigger fires when a booking is made, not when it changes. A rescheduled booking leaves the card and its due date as they were — you'd update it on the board
• A cancelled booking doesn't archive its original card. The cancellation Zap creates a new card; it doesn't find and archive the booking's original card. 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.

Which list do new bookings go into?
Whichever you set in the Zap, almost always your first column, like "New Bookings." From there you move them across the board.

Can I label cards by service?
Yes. Add a label in the Zap, or map one per service so the board is easy to scan.

Can the card be dated to the appointment?
Yes, map the booking's start date to the card's due date.

What happens when a booking is cancelled?
The original card isn't touched automatically. The optional second Zap creates a new card to handle the cancellation.

What happens if a customer reschedules?
The card isn't updated automatically, and the trigger only fires on a fresh booking. You'd move or re-date it on the board yourself.

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