Typeform

Connect FlowBookings to Typeform through Zapier and every booking on your Webflow site can trigger the right form automatically, at the right moment. Better still, what the customer answers can flow back and update the booking itself. Collect what you need, when you need it, without chasing anyone.

Why connect FlowBookings to Google Calendar

A booking is often just the start of what you need to know. A coach needs goals and history before a first session. A clinic needs a health questionnaire. An agency needs a brief. A trainer needs PAR-Q answers.

Connect your FlowBookings to Typeform, and the right form goes out on its own, the moment someone books, personalised to them. They get a form that's actually pleasant to fill in, you get the answers before the appointment, and nobody has to nag.

Afterward, the same connection sends a feedback or review form once the session's done. And because Typeform can send answers back to FlowBookings, an intake form can even confirm the booking, submit the form, and the booking's approved. Typeform turns your booking into a proper two-way conversation instead of a one-line calendar entry.

The two-way flow in Typeform

Typeform is one of the few integrations here that works in both directions, and its loop is about information.

Forms flow out. A booking triggers a Typeform intake before the appointment; a feedback form is sent to the customer automatically.

Answers flow back. When the customer submits, their responses can trigger an update to the booking. The clearest use: a required intake form that, once submitted, moves the booking from pending to approved so you only confirm clients who've given you what you need. Submit the form, the booking's confirmed; skip it, it waits.

That makes Typeform more than a survey tool bolted on. It becomes a gate and a conversation: the booking asks for information, the customer provides it, and the booking responds.

Intake, feedback, and using answers

Typeform builds forms one question at a time, conversational, high completion rates. In this integration, a form plays one of two roles: intake (sent before the appointment to gather what you need) or feedback (sent after, for reviews and improvement). Each Typeform submission carries the customer's answers, which Zapier can route wherever you like, including back to FlowBookings to update the booking, or on to a CRM, a sheet, or your email.

The setup decision is which forms you need and when they fire. Intake goes out on a new booking. Feedback goes out after the appointment (timed with a delay, since there's no "completed" trigger). And if you want intake to gate approval, you match the submission back to the booking so the right one gets confirmed. Typeform is the customer's side of the conversation; the Zaps decide when they're asked and what their answers do.

What you'll need

• A FlowBookings account on any plan
• A free Zapier account (a paid plan comes in for delayed feedback forms and multi-step flows)
• A Typeform account with your intake and/or feedback form built
• At least one service set up in FlowBookings, and one booking to use as a test

The triggers and actions you're working with

FlowBookings gives Typeform two things to react to, plus one action it can receive:

Each form send can draw on the customer's first and last name, email, the service name, the start and end time, and any custom fields on your booking form.

Zaps you can build

Send an Intake Form on New Booking

New Booking → Send Typeform
A booking comes in, and the customer gets your intake form pre-filled with what you already know, asking for what you don't. You have their answers before the appointment instead of scrambling for them during it. Ideal for coaches, clinics, agencies, and anyone whose first session depends on prep.

Approve a Booking When the Intake Form Is Submitted

Typeform submitted → Update Booking Status → Approved
Make intake a gate: the booking stays pending until the customer completes the form, and submitting it flips the booking to approved. You only confirm clients who've given you what you need.

A booking that's already cancelled, rejected, or completed is locked and can't be changed, so this acts only on bookings still pending.

Send a Feedback Form After the Appointment

New Booking → Delay → Send Typeform
Using a Zapier Delay timed off the booking's start, this sends a feedback form once the appointment's behind them since there's no separate completion trigger. Great for testimonials, reviews, and finding out what to fix.

How to set up FlowBookings and Typeform integration

Here are the steps to build the integration:

1. Build your Typeform

In Typeform, create the intake form you want to send the questions you need answered before an appointment. Keep it focused; Typeform's strength is high completion, and short forms finish.

2. Grab your FlowBookings API key

In FlowBookings, go to Dashboard → Integrations → API Key and copy the key. Treat it like a password and don't paste it anywhere public.

3. Start a new Zap

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

4. 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? Submit a test one through your Webflow site first.

5. Send the form

How you deliver the Typeform depends on your setup. The common approach is to send the form link by email (via Gmail, Outlook, or Email by Zapier) with the customer's details pre-filled into the Typeform URL as hidden fields — so the form knows who's filling it in. Map customer.email as the recipient and pass customer.firstName, service.name, and the booking id as hidden fields on the link.

Passing the booking id as a hidden field is what makes the approval gate possible later — it's how the submission gets matched back to the right booking.

6. Test it and switch it on

Run the test and check the form invitation arrives, and that the hidden fields carry through when you open it. Looks right? Publish.

7. Add the approval gate (optional, the powerful one)

Build a second Zap: trigger on Typeform → New Entry, action FlowBookings → Update Booking Status → Approved. Map the booking id from the Typeform's hidden field so it approves the right booking.

8. Add the feedback form (optional)

Build a third Zap: trigger on New Booking, add a Delay by Zapier set to fire after the appointment (off startDate), then send your feedback Typeform the same way as step 5. 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:

• Pass the booking ID as a hidden field. It's what matches a form submission back to the right booking. Without it, the approval gate has nothing to work with
• The approval gate needs pending bookings. Gating only makes sense if bookings start as pending and the form approves them. Check your FlowBookings approval setting matches how you want this to work
• Delivery is usually via email. Typeform is filled by the customer, so you send them the link (through an email app) rather than "creating" a form for them. Factor an email step into the intake and feedback Zaps
• The feedback form needs a Delay step. No separate completion trigger exists, so post-appointment forms are timed with a Zapier Delay, which needs a paid Zapier plan
• Status write-back is one-directional and locked once final. A submission can push a booking to Approved or Completed, but one already cancelled, rejected, or completed can't be moved again
• 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. The trigger fires when a booking is made, not when it changes. A rescheduled booking won't send a fresh form or shift a scheduled feedback form

Frequently asked questions

What's the best use for this?
Intake forms before an appointment for gathering what you need to prepare and feedback forms after. The standout is using a required intake form to gate approval: submit it, and the booking confirms.

How does the intake form approve a booking?
Pass the booking ID into the Typeform as a hidden field when you send it. When the customer submits, a second Zap reads that ID and updates the matching booking to approved.

Does this cost anything extra?
Zapier integration is available on all FlowBookings plans with no extra charges. You'll need a Zapier account (a paid plan for delayed feedback forms) and a Typeform account.

How do customers receive the form?
You send them the link, usually by email through Gmail, Outlook, or Email by Zapier, with their details pre-filled as hidden fields so the form knows who they are.

Can I collect feedback after the appointment?
Yes — with a Zapier Delay step timed off the booking's start, since there's no separate completion trigger. Send a feedback or review form a day later.

What happens if a customer reschedules?
No new form goes out, and any scheduled feedback form isn't shifted, and the trigger only fires on a fresh booking.

Do I need to know how to code?
No code. Although passing hidden fields on a form link is the one slightly fiddly bit. Everything's built by pointing and clicking in Zapier.