How to Automate Appointment-Based Workflows

LeadCenter’s workflow engine now includes powerful enhancements to help advisory firms automate everything around appointments — from reminders to follow-ups to stage updates and tasks.

This update introduces:

Appointment-triggered workflows
Appointment filters inside logic nodes
Wait steps tied to appointment time (before or after)

This guide walks through how appointment workflows work in LeadCenter and how to build a complete automated workflow for first appointments.

What Makes LeadCenter Appointment Workflows Different?

If you're coming from platforms like Redtail or Wealthbox, here are the three major workflow differences you’ll notice:

1. Automatic Workflow Triggers

Unlike systems that only allow manual workflow triggering, LeadCenter workflows can start automatically when:

A contact is created
A contact is updated
An appointment is created
(Form submissions will be addressed in another video)

This enables hands-free automation of your entire appointment process.

2. Real Workflow Engine That Monitors Appointments

LeadCenter workflows run in the background and actively monitor:

Appointment category
Appointment status
Appointment timing
Changes to the appointment

You can apply appointment filters, branch logic, or pauses that calculate time relative to the appointment date.

3. Actions That Actually Perform Work Automatically

In other CRMs, workflows mostly create tasks.
In LeadCenter, appointment workflows can:

Change sales stages
Send emails
Send text messages
Assign an owner
Call a contact
Create tasks or task steps
Update contact fields

This eliminates manual follow-up work and ensures consistency across your team.

Anatomy of a LeadCenter Workflow

Every workflow contains three types of nodes:

1. Triggers

What starts the workflow:

Manual
Contact created
Contact updated
Appointment created

2. Logic Nodes

Used to define conditions and timing:

Appointment filters
Contact filters
Branching logic
Wait steps (e.g., 24 hours before the appointment or 3 hours after)
Exit node

3. Action Nodes

What the workflow does for you:

Assign an owner
Call a contact
Send email
Send text
Create a task
Create a step
Update a contact
Request Catchlight data

Example: A Complete First-Appointment Workflow

Below is the exact example demonstrated in the video — a workflow that automates pre-meeting communication, post-meeting tasks, and pipeline movement.

Step 1 — Create a New Workflow

Go to Workflows → New Workflow
Name it something like: First Appointment Workflow

Step 2 — Select the Trigger

Choose: Appointment Created

This means the workflow fires whenever:

You schedule an appointment manually, OR
A prospect books via BookMyTime.ai

Step 3 — Add an Appointment Filter

Add a Logic → Appointment Filter node.

Filter example:

Category = First Visit — Not a Client

This ensures the workflow runs only for new prospect meetings.

Step 4 — Add Pre-Appointment Actions

After filtering:

Update Stage → First Appointment
Add a Wait Node → 1 day before appointment
Add an Email Action → Send onboarding email

Because the wait is tied to the appointment date, LeadCenter automatically calculates the timing.

Step 5 — Add Post-Appointment Automation

Add a Wait Node → 3 hours after appointment ends
Add the following actions:
- Update Stage → Evaluation
- Send Text Message (your 3-hour follow-up message)
- Create Task → Prepare Retirement Plan

This ensures the advisor or team member receives consistent follow-up tasks.