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Question

Looking for a better way to handle appointment scheduling and follow-ups in Pipefy

  • July 12, 2026
  • 1 reply
  • 16 views
JohnRey

Hi everyone,

I am exploring ways to improve an appointment management process and wanted to get some ideas from the community.

Currently, I deal with NBI appointment requests where people select their preferred schedule, but sometimes they need to reschedule, update information, or miss some required steps before their appointment.

Managing all these updates manually is getting harder because it becomes difficult to track which requests are pending, confirmed, waiting for action, or already completed.

I was thinking about creating a Pipefy workflow with different stages for each step and adding automatic reminders for follow-ups.

Has anyone created a similar appointment workflow in Pipefy?

What setup or automations worked well for you to reduce missed appointments and keep the process organized?

1 reply

Fabi.SPL
  • Fabi.SPL
  • New Member
  • July 14, 2026

the stage design is the easy half, the reminders are where this breaks, so i'd think about that first.

pipefy automations fire on card events, so card created, card moved, field updated, card is late. what they don't do natively is "send a reminder 24 hours before the date in this field." if you build the phases first and try to bolt reminders on after, you'll hit that wall.

the way around it inside pipefy is to make the appointment date the card's due date and lean on phase deadlines. a card still sitting in "waiting on requirements" past its SLA becomes a late card, and late IS a trigger you can automate off. so instead of "remind me before the appointment" you model it as "this card should have left this phase by now," which pipefy can actually see.

for phases i'd keep it boring. requested, waiting on requirements, confirmed, rescheduled, completed, no show. the no show one matters more than people expect, it's the only way you find out later which step people actually drop at.

the genuinely awkward part is a true time before reminder. if you need that it's a webhook out of pipefy into anything that can schedule, firing back in. not hard, just not native, and worth knowing before you design around it.

how are people submitting the request right now, a pipefy public form or something outside it?

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